Administrative Assistant / Receptionist – Edinburgh
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Administrative Assistant / Receptionist
Location – Edinburgh
An opportunity has arisen for an Administrative Assistant / Receptionist to join our Facilities team to provide support within our Edinburgh office.
The post holder will carry out a range of administrative and office support duties in the Edinburgh Office and will be a main point of contact for our Edinburgh colleagues to report any facilities issues.
Key responsibilities include:
* To greet visitors in person and on the telephone; and answer and transfer incoming calls to the appropriate colleague after introducing the caller.
* To arrange couriers / taxis and accurately record the details.
* To book meeting rooms and obtain details of the number of attendees; required room layout; catering requirements; IT / equipment requirements etc. and arrange as required.
* To liaise with Partners and managing agents of Edinburgh Quay Car Park re the booking of the BTO parking spaces.
* To maintain office security by following BTO policies and procedures. Maintain a visitor log; arrange visitor passes; timeously obtain the return of visitor / leaver BTO and building access passes. Report any lost access passes to IT and the Facilities Manager.
* To ensure that the reception area and client meetings rooms are tidy and well-presented and that catering supplies in the client meeting rooms and kitchens are replenished.
* To timeously open, scan and distribute incoming mail to the appropriate fee earners / admin support teams.
* To ensure that outgoing mail is correctly processed / franked and ready for uplift by the collection time.
* To deal with any copying, printing, scanning, binding, and filing requests as required. To update Counsel Papers for fee earners/Partners as required.
* To assist with archiving files / scanning files to our record management system.
* To deal with any general tasks required e.g. carrying out hand deliveries / collections; assist with court running to Courts; replenishing photocopier and office supplies; escorting / managing contractors while in the office; carrying out regular Health & Safety checks as advised by the Facilities Manager
* To order and maintain stationery / office supplies.
* To manage office petty cash and maintain records, processing payment requests with a monthly submission of balances to Finance Department.
Skills and experience required for this role include:
* Experience of working in a professional office environment.
* Computer literacy, including use of Microsoft 365.
* Team player with a can-do attitude who is adaptable and capable of using initiative, while working within agreed procedures.
* Good interpersonal and written and oral communication skills.
* High level of attention to detail and capable of producing work of a high standard, while working to tight deadlines.
How to Apply
* To apply, please forward your CV along with a covering letter and details of your salary expectation tohr@bto.co.uk
For further information or to make an enquiry
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