Office Assistant
We are hiring for an experienced and motivated Office Assistant to oversee our daily activities and support long‑term strategies. The main goal of this role is to maximise efficiencies and drive growth to positively impact our employees, customers and shareholders.
Location
Glasgow, United Kingdom
What will you do?
* Provide business administrative support to the Linxon UK team
* Assist with ensuring the Linxon office operates efficiently and smoothly
* Manage office supplies inventory and place orders as necessary
* Receive and sort incoming mail & deliveries, and manage outgoing mail
* Regularly familiarize and support implementation of office policies & procedures
* Support the Office Manager as required
Key Areas Of Responsibility
* Act as central point of contact for team queries, redirecting as required
* Responsible for processing New Starters (not exhaustive)
New Starter Duties
* Recording of laptop/IT set up, mobile phone, PPE
* Arranging equipment collection for new starter
* Updating email distribution list
* Update Leave Management System
* Liase with hiring manager to ensure new starter has correct access
* Drafting of new starter announcements
Induction & Off‑Boarding
* Carry out Office Inductions (not exhaustive)
* Tour of office or support with Induction and Office pass information
* Scheduling various department inductions (e.g. HR, Finance, etc.)
* Responsible for Off Boarding Leavers (not exhaustive)
* Arranging return of Linxon belongings (laptop/mobiles)
* Updating email distribution list
* Update Leave Management System
* Cancelling company credit cards
Stock Control and Re‑Ordering
* Stationery & branding
* Business cards
* Sundry supplies
Business Support for UK Offices
* Dealing with post & deliveries for Linxon office
* Updating the Competency database
* DBS / RTW records collating for auditing
* Maintain accurate asset register (IT/Mobiles)
* Co‑ordinate booking of meeting rooms
* Local Linxon point of contact for the Linxon team
* PP support when required
Typical KPIs
* Ensure all new starters are onboarded and receive their IT equipment on time
* Accurate recording of annual leave
* DBS checks for team to always be at 100%
* Have a positive working relationship with suppliers and stakeholders
* Maintain Annual Leave database
* Maintain stock records
Other Position‑Specific Characteristics
* Have a can‑do attitude
* Can work calmly under pressure
* Good attention to detail
* Can build positive working relationships
* Pride themselves on providing excellent customer service
Experience Required
* Relevant experience in a similar administrative role
* Excellent organisational skills
* Excellent verbal and written communication skills
* Good time management skills
* Excellent IT literacy – systems ideally Oracle and MS Office
* Ability to understand and implement business processes
* Able to prioritise own work schedule / work without direct supervision
* Systems orientated with a focus on detail
Formal Education And Training Required
* Business administration qualification or qualified by experience
About Linxon
Shaping energy solutions to empower sustainable connectivity. We combine Hitachi Energy’s deep technological knowledge and Atkins Realis’s project management expertise to create a company dedicated to substations – we are Linxon. Linxon's vision is to deliver the best market offering for turnkey substation projects through world‑class power technologies and delivering the highest level of competence in managing infrastructure projects. As a leading engineering company, we help our customers with turnkey substation solutions in the field of power transmission, renewable energy and transportation. In this role, you will have the opportunity to be part of a new company as it evolves and help shape it for the future. If you like new challenges, have an entrepreneurial spirit and are interested in working with other motivated professionals with expertise in the Substations EPC business, then this is the new opportunity.
Seniority level
* Mid‑Senior level
Employment type
* Full‑time
Job function
* Administrative
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