Part-time Team Administrator

5 months ago

Glasgow, United Kingdom Hydrock Full time

Job Advert

**For this role**:

- _
You will need to be eligible to work in the UK indefinitely, without sponsorship._
- _ You will need to submit a CV._
- _ Hours: Part time - 18 hours preferably Mon-Fr_
- _ Location: Fully office based or hybrid working available_

We have an exciting opportunity to join our Glasgow team as a Part-time Team Administrator. The main purpose of the role is to provide administration support to our Scottish regional offices in Glasgow and Edinburgh, as well as playing a pivotal role in supporting our Regional Director, Project Managers and Consultants with all operational aspects of team and project management. Organised and support focused with a keen financial eye to aid colleagues and the business to make a significant difference to the office, our region and our clients.

**What will you be responsible for?**
- Promptly responding to all incoming calls; answering queries and redirecting calls and messages. Direction of enquiries and managing issues for our office users;
- Support the user-experience of every member of staff and visitor to the office.
- Ensure the office, kitchen and meeting room is kept tidy at all times;
- Manage all post, including signing for deliveries, logging and distribution; plus, outgoing post and courier arrangements;
- Ensure the smooth running of administration procedures and office facilities - printers, maintenance work, IT - Liaise with internal and external IT for any particular issues;
- Assist the Regional Director with diary management, assist with organising client/staff meetings, booking meeting rooms and catering as required.

Assistance with marketing/business development events, liaising with the Marketing Team to ensure a smooth running of these events;
- Ensure that our offices are managed in line with Hydrock strategy; and fully compliant with all Health and Safety and QA inspections for ISO accreditation;
- Conduct welcome inductions for all new starters and contractors. Assist with the onboarding process and experience for all new joiners, ensuring everyone has an excellent experience from their first day;
- Communication with the Glasgow and Edinburgh office staff to support functionality of the office;
- Organize events for the office (including: Christmas Party, monthly foodie or lunch and learn events, day off for good causes, internal workshop talks, and Hydrock Challenge Day travel.);
- Attend and minute Business Development Meetings (monthly) and Regional Board Meetings (quarterly);
- Raising purchase orders in relation to office procurement including stationery, tea and coffee replenishment buffet requirements for client meetings/CPD's and internal events. and liaison with Finance team;
- Updating project data on Hubspot and Rapport, ensuring accurate and complete information is uploaded for new and existing clients;
- Maintain the hot-desks and cloud booking process. Oversee reports on hot desk usage and manage enquiries for faults and repairs;
- Liaison with Head Office regarding any property issues - e.g., landlord communications, paying of bills, repairs, maintenance, and budget management;
- Support of work experience and summer placement liaising with HR / Early careers team.

**What skills and attributes are we looking for?**
- Competent use of Microsoft Office Packages;
- Attention to detail;
- Understanding of financial administration, raising purchase orders/invoicing
- Excellent verbal communications and interpersonal skills;
- Strong administrative and organisational skills;
- Effective operating on multiple tasks under pressure;
- Good sense of humour; well-mannered and self-motivated.

**It would be particularly desirable if you have experience with**:

- Additional IT skills
- Previous experience in the booking of hospitality/events;
- Experience of Purchase Order Processing and use of a financial/project management system;
- Academic qualification and background appropriate for administrative management role;
- Knowledge of working in a busy technical/engineering/professional environment.

**What's great about Hydrock 'in a nutshell'?**

We are a British-owned integrated multi-disciplinary engineering consultancy of over 900 staff in 21 offices across the UK. Our driving motivation is to be a ‘Force for Good’, as it is our aim to improve the quality of people’s lives from our employees to our clients, through to the communities we work in and our planet as a whole through the work we do.

From the buildings that surround you, the roads and bridges you cross, all related to the infrastructure that we create, we aim to offer the most sustainable possibilities to shape the places, communities and society that we live in through meeting our client’s needs. Through the path we are on to delivering a green future, the result is something that everyone can be proud of.

Our welcoming and friendly culture is something we are proud of and is supported 9 years in the Top 100 Best Companies to Work For list

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