Vacancy: Office Administrator

Job Title: Office Administrator
Reports To: Administration Manager
Location: Aberdeen

Job Summary:

We are seeking an Office Administrator in Aberdeen, who will provide essential administrative and clerical support to ensure the smooth operation of the office. This role is ideal for someone who has previous experience in office management, as it involves a wide range of administrative tasks including invoicing, purchases, managing schedules, front desk support, maintaining office supplies, and supporting staff with daily operational duties. The successful candidate will be organised, details-orientated, and capable of managing multiple tasks in a fast-paced environment.

Duties & Key Responsibilities:

Front Desk Support:

• Answer and direct incoming calls in a professional manner.
• Greet clients and visitors positively and provide assistance as needed.
• Handle incoming and outgoing mail and deliveries.

Clerical Tasks:

• Manage the company’s filing system, both physical and digital.
• Assist in preparing, editing and maintaining documents, reports, and presentations.
• Process invoices and purchases.

Scheduling and Calendar Management:

• Assist in scheduling appointments and meetings for management and staff.
• Coordinate meeting rooms and ensure all necessary materials are prepared.

Office Supplies and Maintenance:

• Monitor and maintain inventory of office supplies, ensuring adequate stock levels.
• Place orders for supplies and equipment as needed.
• Coordinate with vendors and service providers for office maintenance.

Ad-Hoc Tasks:

• Assist with other administrative tasks and projects as assigned by management.

Knowledge & Experience:

• Certification in Business Administration or Office Management is beneficial, but not essential.
• Previous experience performing first point of contact and administrative tass is essential.
• Previous experience with Microsoft applications such as Word, Excel and Powerpoint.
• Ability to manage multiple projects and deadlines in a fast-paced environment.
• Strong people skills and customer focus.
• Excellent written, verbal and listening skills.
• Be resourceful and proactive when issues arise.

What We Offer:

• Competitive salary & benefits package with salary starting at £25,000 per annum.
• Opportunities for professional growth and development.
• A collaborative and supportive work environment.

This role is full time based at Aberdeen Energy Park (37.5hrs per week – Monday to Friday 08:00-16:30)