Administrator

Location : Edinburgh, City of Edinburgh, Scotland
Job Ref : DC430
Consultant : David Crompton
Sector : Secretarial, Admin
Salary : £23k - 25k per year

Description

DC430 – Administrator
Location – Edinburgh
Salary – £23,000 to £25,000 DOE

Overview:

First Military Recruitment is working in partnership with our client to recruit an Administrator to join their team at the Edinburgh Technopole, a world-class science and business park.

The Science Park Reception functions as the front line for our client assisting in all aspects of service delivery, supporting the Science Park Manager and Senior Management team. You will be directly responsible for the serviced office accommodation and conference rooms, ensuring that the highest
standards of management, maintenance and service are being maintained, whilst having due regard to expenditure and current legislation.

Duties and Responsibilities:

  • Promote a high level of satisfaction among occupiers and clients by promptly responding to their service requirements.
  • Assure prompt response by other team members and selected contractors through dispatch, voice mail and/or other direct contact.
  • Provide support to the Science Park Manager and deputises in their absence.
  • Ensure compliance (after training with the company) to standards of policies and procedures established for the portfolio.
  • Communicate with occupiers and clients in a courteous manner and be willing to assist where able, acknowledging your role as the first line site ambassador and reflecting the clients’ image through correct quality service.
  • Meet and greet visitors to site in a professional, courteous and efficient manner and receive calls and callers in a timely and professional manner.
  • Control contractors working on site and manage the Permit to Work System as per company instructions.
  • Maintain the highest standard of building management and cleanliness within the area of responsibility – Landlord areas / common parts and vacant floors and conference rooms.
  • Carry out regular inspection audits of the site(s) and take/organise remedial action if and when required.
  • Assist with the drafting, control and reporting of the service charge budget and expenditure for the site(s) in conjunction with the Science Park Manager, Regional Director and Surveyor as applicable.
  • Participate at regular tenant meetings in conjunction with the Science Park Manager and property and asset management colleagues as applicable. This includes ensuring that all issues are promptly dealt with in accordance with agreed service criteria, minute taking and their distribution.
  • Communicate clearly and accurately with the Science Park Manager and occupiers, providing necessary support and information.
  • Assist the Science Park Manager in developing a close working relationship with all contractors to ensure they fully understand the company culture and standards, ensuring a high quality service is delivered.
  • Organises on-site paperwork and statutory documentation.
  • Stationery and conference/meeting room sundries – sends stationery orders to the Service Desk once approved by the Science Park Manager.
  • Maintaining the Science Park Health & Safety system.
  • Ensure all Health & Safety audits are carried out in accordance with the planned programme and all follow up actions carried out within due timetable. This also includes ensuring that Riskwise (H&S Management tool) is regularly monitored and updated in accordance with all the Health & Safety requirements and current legislation.
  • Sign off supplier invoices in accordance with service charge budget.
  • Input of utility meter readings into management system and providing recharge schedules.
  • Attends mandatory training as required.
  • Develop occupier events programme in line with occupier requirements.
  • Develop and update commercial events database.

Skills and Experience:

  • Experience of working in a similar role.
  • Experience of Riskwise and Gmail [highly desirable].
  • Excellent organisational skills.
  • Strong interpersonal skills, capable of communicating at various levels.
  • Effective PC skills, including working knowledge of Microsoft and Google packages.
  • Pro-active, flexible attitude to changes in the company, IT systems and the role.
  • Fast and accurate typing skills.
  • Able to use own initiative.
  • A good awareness of Health and Safety legislation and knowledge of environmental protection requirements, and ideally IOSH qualified.

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