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Office Services Administrator
3 months ago
We are seeking an experienced individual who has an extensive knowledge in customer service and can provide a warm and friendly welcome at the Front of House Reception, within a prestigious Glasgow flagship location.
Within this role, you will be required to provide the highest level of client care and personal service to all associates in the clients' business, which includes visitors, occupiers, and internal associates, meanwhile also conducting administrative roles and responsibilities.
This is an exciting opportunity for someone who is looking to enhance their career and join a fast-growing company. We foster a welcoming and engaging environment, offering you the chance to play an important role in our day-to-day HR/Administrative activities and influence the future successes of Vigilant Security. Whilst experience is welcome, we are open to all candidates of various backgrounds, as full training will be provided.
Accountabilities:
Provide high quality customer service in all communications with internal and external clients.
Resolve internal and external customer enquiries, referring those unable to resolve to the correct recipient.
Maintain accurate paper and computer-based records and filing systems.
Order and maintain stationery, kitchen and equipment supplies.
Process mail and book couriers
Order and deliver hospitality in accordance with pre-booked requirements.
Manage meeting room schedules.
Timely preparation of meeting rooms to ensure they are tidy and setup ready for meetings.
Clear meeting rooms after use in a timely manner ready for next meeting.
Ensure company and legislative health and hygiene standards and requirements are always complied with in providing food and drink.
Work in accordance with established processes
Deal with office maintenance issues in a timely and efficient manner
Ensure the inspection of office equipment and services is carried out at intervals in accordance with legislative / manufacturers recommendations and requirements.
Sign for all deliveries, and either distribute as appropriate or inform the relevant recipient of delivery.
Arrange visitor / contractor passes and sign in / out sheets.
Arrange permanent passes for new starts and activate and remove leaver passes from system.
Meet and greet visitors in a friendly and professional manner.
Contact relevant person of visitor's arrival.
Follow all Health and Safety regulations and carry out Health and Safety Representative duties.
Competencies:
Able to work on own to deadlines which have been set with minimum supervision.
Able to multi-task and prioritise.
Have good time management.
Demonstrate a willing and flexible manner.
Demonstrate confidence in own abilities to carry out tasks.
