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Office Administrator - Glasgow

Industry & Commerce - Other (Analyst, Office Manager, PA/Secretary etc.)
Ref: 2071 Date Posted: Tuesday 03 Oct 2017
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A large Chartered Accountancy practice based in central Glasgow requires an experienced Office Administrator/Receptionist to join them for a 6 months Fixed Term Contract on a part-time basis (20 hours a week, 9am to 1pm daily) 

The Company

This in one of Scotland's largest accountancy practices providing professional services to clients in the Public, Private and Third sectors.  

The Role

  • To provide support service for employees throughout the firm to assist the firm in achieving its objective of delivering market leading levels of service and advice to its clients.
  • To greet clients, visitors and employees arriving at reception and ensuring that they are dealt with promptly and professionally.
  • To ensure that all calls coming into the switchboard are answered promptly and are introduced and passed to the correct employee for assistance. 
  • To manage the client areas and client meeting rooms to ensure that they are kept clean and tidy, and arranging meeting room setups and catering as required.
  • To organise catering and room setups for client and employee events

Responsibilities

  • Open and sort incoming mail; to frank outgoing mail; to hand-deliver outgoing mail as required.
  • Manage the filing system for all teams in the office by carrying out filing for each team in rotation so that each team’s filing is done a minimum of twice a week; reorganising and labelling files as necessary in order to ensure that files are kept in good order and are able to be traced easily; highlight any potential filing/space issues to the office services manager.
  • Do the firm’s daily banking as required; to run any miscellaneous errands as required.
  • Ensure that general stationery and janitorial supplies are checked weekly and an order placed to replenish supplies once a week at most.
  • Check the stocks of printed stationery e.g. letterhead and compliment slips at least once a month, and notify the office services manager when only approximately six weeks’ stock remains.
  • Assist teams with the archiving and retrieval of files to offsite storage; and to assist office services manager with the review and destruction of files held at offsite storage.
  • Assist the reception team with the set-up of meeting rooms for any events/meetings.
  • Assist the office services manager in ensuring that the firm’s health & safety policy is adhered to and that DSE Assessments are completed and reviewed regularly for all employees; and by carrying out health & safety inductions for new starts, when required.
  • Assist with any office moves as required.
  • Welcome all clients/visitors to the office promptly and professionally and to immediately notify the appropriate employee of their arrival.
  • Act as the key point of contact for all client/VC meeting room bookings, which will include overseeing room bookings; organising the required room set-ups and equipment (liaising with IT & organising help from any of the office services team as necessary); arranging/ordering any refreshments/catering in advance, as required by the meeting organiser.

On Offer

This role comes with a Full Time Equivalent salary of around £22,000

To be considered for this opportunity, you must have the following experience:

  • Extensive office administration experience
  • Excellent organisational skills
  • The ability to work on own initiative
  • Excellent IT skills
  • Excellent communication and interpersonal skills
  • Experience of a professional office environment would be advantageous
     

If you have any questions regarding this position then please do not hesitate to contact Alex Allen at the iMultiply office in Glasgow or alternatively you can apply via the link.