Office Administrator
7 months ago
**Title**:Administrator (two positions)
**Organisation**:Gavia Environmental Ltd
**Department**:Admin
**Location**:Perth
**Industry**:Environmental Consultancy
**Salary**:£25 - £27k (depending on experience) + Benefits Package
**Gavia Environmental Ltd (Gavia) is a small, expanding Scottish-based Environmental Consultancy. We provide prompt, pragmatic, cost-effective, and, importantly, robust environmental solutions to real-world ecological and hydrological constraints. Because of this, we are appointed consultants for various project developers and contractors.**
As a professional services company, we are looking for **two **equally ambitious Administrators who will rise to the challenge in a diverse role to support Gavia’s growing portfolio of Environmental Projects.
Being trusted employees, our new Administrators will have the important responsibilities associated with the day-to-day running of our two Scottish offices. With the support of the HR Manager, the Admin team will be the first point of contact for anyone within the business. Duties of the Admin team will include ensuring all Gavia’s health & safety requirements are adhered to by staff as well as liaising with third parties on any technical and maintenance issues. The team will understand and commit to ensuring company protocols are followed by all.
These two positions will suit experienced Administrators who are confident with a can-do attitude. This is an incredibly busy role. Therefore, it is essential that our successful individuals are highly ambitious and motivated, and work well under pressure in what can sometimes be a dynamic work environment. In return, you will be well supported and rewarded with Gavia’s ever-growing benefits package.
**Do you enjoy variety in your day-to-day work? Can you demonstrate a proven track record in managing your time and that of others, particularly in dynamic situations? Do you have a positive, can-do attitude?**
**Location**
**This position will be based out of our Perth Head office with an expectation of the Administration team having a regular office presence at our Glasgow office (minimum 2 days).**
**Essential Knowledge/ Experience/ Skills**
- These positions would suit individuals with at least two years of experience working in a busy office environment;
- **Full and valid driving licence is a must;**
- Excellent English, both oral and written;
- Demonstrate that you follow and ensure others comply with company policies and procedures;
- Strong IT skills and proficiency in the use of Microsoft Office;
- Strong numeracy skills and excellent attention to detail;
- Ability to work independently with mínimal supervision and take ownership of assigned tasks and works;
- Proactive and intuitive;
- Trustworthy, discreet with a good work ethic;
- Friendly and personable;
- Ability to work collaboratively with a team to achieve a result.
**Key Skills**
The Administrators will be expected to contribute to Gavia by undertaking the following:
- General reception duties for the Perth office, receiving visitors, meeting room bookings and handling telephone enquiries;
- Liaising with the operatives of both our Perth and Glasgow offices about utilities, printing facilities, associated building Risk Assessments, and meeting room bookings;
- Daily, weekly and Monthly system updates (Fire Safety rotas, vehicle planners, vehicle mileage logs);
- Electronic filing of Health & Safety (H&S) paperwork into appropriate project folders;
- Purchase order creation, including the management of Suppliers and Subcontractors to the business;
- Purchase of office stationery, H&S equipment and clothing, vehicle consumables, and IT equipment for both Gavia premises;
- Training, accommodation, and travel bookings of staff;
- Gavia car fleet management and general vehicle maintenance requirements;
**To assist in ensuring Gavia H&S protocols are maintained as below, but not limited to**:
- Regular audits of all First Aid Kits: Office, Fleet, and Individual kits;
- Ensuring Risk Assessments are completed and electronically filed appropriately;
- Weekly and monthly car fleet checks are carried out, and maintenance/defect requirements are highlighted and actioned;and
- maintaining company databases to ensure GDPR compliance**.**
**Desirable Knowledge/ Experience/ Skills**
- Good knowledge of vehicles and vehicle fleet management;
- Good knowledge of Health & Safety in the workplace;
- Office First Aid certified;
- Fire Warden certified;
- An understanding of the importance of Organisational objectives, continuously ensuring company policies and procedures are followed, at the same time recognise and resolve any processes which fall short or become outdated; and
- Good analytical skills.
**Expected Behaviours**
As part of our organisational values, we ask all our staff to:
- Lead by example;
- Be open and honest;
- Demonstrate respect for colleagues and a strong team working ethic;
- Demonstrate a sense of pri
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