job / business support assistant west central scotland glasgow 3967

Business Support Assistant - Glasgow

Construction & Facilities Management - Professional Support
Ref: 3967 Date Posted: Monday 20 Aug 2018
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Exciting and unique opportunity has arisen for an experienced Administrator to join a large award-winning property organisation in Glasgow.

Reporting to the Office Manager, this role will support several departments across the business with various administrative duties, including reception. 

 

  • Provide cover for the Receptionist breaks, lunch and annual leave.
  • Responsible for opening mail, processing and distributing it around the office.
  • Co-ordinate any travel required for fellow employees.  This will include booking flights, trains, taxis, hotels and parking etc.
  • Co-ordinate and arrange appointments for property completion – liaising with several managers across the business.
  • Fully manage the property appointment spreadsheet, working with the Contract Managers to ensure it is kept up to date at all times.
  • Manage and maintain the filing of the Sales Department.
  • Processing all legal documents received by mail or courier and ensuring they are signed by a director and witnessed by signature. Ensure safe return of document by post or courier.
  • Full control of ordering the office stationary and business cards.  This will include weekly stock checks, liaising with the account managers, create purchase orders and ensure the stock level is kept to the required standard at all times.
  • Produce meeting packs for quarterly meetings conducted across various departments.
  • Assist with organising of company events through the calendar year.
  • Co-ordinating and completing all new site set ups, including preparation of all required site paperwork and handover packs.
  • Collate all company credit card authorisation forms and pass to Finance at the end of the month.
  • All other ad-hoc administrative duties as and when required, including typing letters, memo’s, filing, preparing and distributing minutes.
  • Responsible for the meeting and greeting of all visitors, ensuring all are signed in and off site. Ensuring all visitors receive a visitor badge stating their name and company name.
  • Answer all incoming telephone calls promptly and professionally and direct then to the relevant departments/staff.
  • Responsible for the sending / receiving and franking of mail and ensure this meets the post deadline.
  • Order buffet lunches for all meetings every Friday in accordance with the meeting room schedule, ensuring orders are correct upon delivery.
  • Manage deliveries via couriers, organising taxis and flowers as and when required.
  • Responsible for booking of meetings rooms on a computer-based system and issue meeting requests to the organiser. Preparation of the meeting rooms, to ensure all required items are set up dependent on the meeting requirements. Clearing of rooms after meetings.
  • Booking of car parking spaces on computer-based system as and when required.
  • Ensure all meeting rooms are adequately stocked on a daily basis with crockery and glasses.
  • Ensure Pool Car records and check of vehicle kept up to date and advise office manager of any issues.
  • Assist with ordering of site/sales monthly orders.
  • Keeping internal contact lists and direct dials up to date

Skills and experience required:

  • Candidates must have Administrative experience, ideally gained within a corporate environment. Reception experience would be advantageous.
  • A friendly and approachable persona with the ability to communicate at all levels
  • Possess a professional telephone manner
  • Highly organised and methodical approach, ability to multi-task
  • Ability to self-motivate and work on own initiative
  • Knowledge of MS Office – Word, Excel and Outlook
  • Accurate, attention to detail