We are seeking an experienced Senior Administrator to support our Operator client based in Aberdeen City Centre. The position will report to the EA/Office Manager and provide a broad based administrative support to the management team.
Focal point for reception desk and responsible for administration and document control in support of the Legal Team. Provide any additional administration assistance as required by the Executive Assistant/Office Manager to ensure the offices run efficiently.
This will be a Fixed Term 12 month contract and there is car parking on site. Candidates of particular interest will come from a background of providing secretarial administrative support in a busy operational office
Duties & Responsibilities:
Reception Duties
· First point of contact for all Kellas office visitors and telephone calls.
· Coordinating visitor details to comply with offices external visitor protocol.
· Responsible for electronic diary management for all meeting rooms.
· Order and set up refreshments required for meetings.
Administrative Duties
· Proactive management of electronic calendars for members of the team.
· Prepare internal and external correspondence and presentation packs for supported team members.
· Calendar management – organise meetings and ensure IT and logistics run smoothly and to plan.
· Monitor generic company email accounts, ie OM, travel, info, legal notices, meeting rooms, etc.
· Organise efficient and cost-effective travel to coincide with calendars.
· Prepare / support expenses claim administration for team members.
· Main focal point and administrator for online compliance training.
· Main focal point and administrator for LinkedIn Learning.
· Track attendance of all training hours and log appropriately.
· Coordinate Office Tracker and car parking booking system.
· Processing incoming and outgoing mail including booking couriers
· Ensure stationery and office equipment is ordered and available as required.
· Responsible for Aberdeen office risk and HSSE paperwork and checklists.
· Provide other adhoc administrative support commensurate with knowledge and experience as required.
· Provide absence cover for EA/OM.
Legal Document Control
Support Para Legal with the following:
· Provide Docusign assistance to the team including uploading documentation into system and circulating for electronic signature.
· Ensure relevant filing forms are completed.
· Scan signed copies of documents to relevant SharePoint area and log in to the framework agreement register where applicable.
· Upkeep of offsite storage Asset Register
· Prepare documentation for offsite storage and organise uplifts with FlexiStore.
Competencies:
· Proven track record and experience as an Administrator and being a strong team player.
· Excellent communication skills both internally and externally.
· Self-motivated, organised and efficient in understanding, coordinating and delivering actions.
· Discreet and demonstrable evidence of handling highly confidential information.
· Ability to remain calm under pressure and capable of thinking on their feet in a crisis.
· High attention to detail, ability to work autonomously and in a proactive manner.
· Proficient in the use of Word, PowerPoint and Excel.
· Knowledge of Docusign, SharePoint and other Office 365 planning/organisational applications is preferred but not mandatory.
Our role in supporting diversity and inclusion
As an international workforce business, we are committed to sourcing personnel that reflects the diversity and values of our client base but also that of Orion Group. We welcome the wide range of experiences and viewpoints that potential workers bring to our business and our clients, including those based on nationality, gender, culture, educational and professional backgrounds, race, ethnicity, sexual orientation, gender identity and expression, disability, and age differences, job classification and religion. In our inclusive workplace, regardless of your employment status as staff or contract, everyone is assured the right of equitable, fair and respectful treatment