Description
Description
We are seeking two motivated and customer-focused Admin Assistants – Events & Facilities to join the Property and Facilities Management (PFM) team within the Finance Directorate. Based in Glasgow, this role provides essential administrative and facilities support to ensure the smooth operation of the offices and events.
As part of a small but busy team, you will play a vital role in reception, travel management, meeting room support, and office services. This position requires a flexible, professional approach and strong organisational skills to support both day-to-day operations and wider facilities functions.
Key Responsibilities
1. Provide front-of-house reception services, handling enquiries and welcoming visitors.
2. Manage travel and accommodation bookings using online systems, liaising with staff and providers.
3. Administer meeting room bookings, set up and clear rooms, and arrange catering.
4. Support mail handling, procurement of office supplies, and general office services.
5. Maintain accurate records for office security, including access cards and staff ID badges.
6. Ensure health and safety procedures are followed, including security and building protocols.
7. Deliver excellent customer service to staff, visitors, and stakeholders.
8. Provide flexible support across the team to meet service level standards.
Essential Skills & Experience
9. HNC in Business Administration (or SCQF Level 7 equivalent).
10. Proven experience in frontline customer service, ideally within office or facilities support.
11. Ability to work flexibly in a busy, multi-disciplinary environment.
12. Strong organisational and time management skills with attention to detail.
13. Excellent communication skills, with the ability to influence and work collaboratively.
14. Proficiency in Microsoft 365 (Teams, Word, Excel, PowerPoint, SharePoint).
15. Ability to manage competing priorities independently and meet deadlines.
16. Strong customer service orientation, with professionalism and confidentiality.
17. Physical ability to support facilities tasks such as room set-ups and catering arrangements.
Desirable Skills & Experience
18. Experience in events or facilities administration.
19. Knowledge of online booking systems (e.g., Booker) or service desks (e.g., Jira).
20. Experience organising travel bookings, meetings, webinars, or conferences.
21. Previous experience in health, social care, or education environments.
22. Understanding of GDPR and handling of sensitive data.
23. Knowledge of health and safety/security requirements in line with policy and legislation.
24. Coaching or mentoring experience.
If you are an experienced Events Administrator, apply now, we’d love to hear from you.