Front of House Office Administrator

3 months ago

Edinburgh, United Kingdom Eurofins UK Product Testing Services Full time

**Company Description** Eurofins Scientific is an international life sciences company, providing a unique range of analytical testing services to clients across multiple industries, to make life and our environment safer, healthier and more sustainable. From the food you eat, to the water you drink, to the medicines you rely on, Eurofins laboratories work with the biggest companies in the world to ensure the products they supply are safe, their ingredients are authentic, and labelling is accurate.**

**Eurofins is dedicated to delivering testing services that contribute to the health and safety of society and the planet, and to its corporate responsibility to protect the environment and ensure diversity, equity, and inclusion across the entire network of Eurofins companies.**

**Job Description** 35 Hours per week. Monday - Friday 8.30am - 4.30pm.**

Eurofins Alba is a contract research organisation based in the centre of Edinburgh. We are contracted by various cosmetic and personal care product manufacturers or retailers to test their products. We test the products to confirm their safety and efficacy in use - to ensure the products are safe and that they work. We have a database of human volunteers who take part in our tests who either attend our test centre in Edinburgh or test products from their own home. Products can range from shampoos through to make up, with many different study types to help support marketing claims such as “Moisturises for 12 hours”.

**Purpose of The Post**:
To deliver a friendly, efficient service and create a warm and welcoming atmosphere for all visitors to Eurofins Alba Science Ltd.

To be a nominated keyholder opening the premises and assist with a variety of clerical and administrative duties.

**Main Duties**:

- Deliver excellent customer service to all visitors to Eurofins Alba, directing all visitors and volunteers to the appropriate contact/study area. Supporting the visitors and volunteers whilst in attendance at the study centre fulfil all reasonable requests from to ensure their comfort, satisfaction, and safety.
- To be aware of all activities e.g. building maintenance, planned Sponsor visits and logging attendance, issuing and collecting visitor badges as required ensuring visitor logs are maintained. Assist in the preparation, during the attendance of Sponsor/External visitors including set up of meeting rooms.
- Contacting volunteers to recruit them for specific studies, scheduling times for their visits and performing the accordant administration on the database. Administer all attendance enquiries, cancellations, and no-shows, in line with company policy monitoring daily appointment schedules.
- Keep up to date with current studies, to provide information to volunteers on request, while maximising recruitment opportunities.
- Receiving post and deliveries.
- Perform daily monitoring of the building ensuring cleanliness, security and compliance and report any issues to senior management.
- Coordinate the maintenance of all reception area(s) ensuring that they are clean and tidy, at all times.
- In cases of emergency, aid in the evacuation of volunteers and assist as a nominated fire Marshall.
- Aid in issuing, tracking and collation of records associated with Volunteer cheque payments.
- Assisting in the set-up of the technical facility to receive volunteers, preparing, printing and collation of the study-related documentation.
- Ordering general supplies, as well as study equipment from specific vendors. Accordingly, the jobholder may be required to assist with researching several vendors for pricing, delivery dates, and other terms of sale.
- Assisting in maintaining stock levels of office and technical supplies.
- Drive compliance with the Eurofins Alba processes for purchasing through PO generation and tracking in COUPA and ensure Sponsor invoices are issued in a timely manner through Live Clinical.
- Respond to and resolve any Sponsor or Supplier invoice/order queries.
- Providing support to the QA team with administrative tasks as required e.g. document authoring, paperwork collation.
- Perform regular activities and processes required to maintain the study archiving system.

**Qualifications** Essential**
- A highly professional manner and presentable always
- Solid written and verbal communication skills and an excellent telephone manner
- Experience and confident in working/communicating with public via face to face and telephone interactions.
- Comfortable working as part of a Team
- A keen eye for detail
- IT literacy - have a good knowledge of IT and Microsoft programs e.g., word, excel, outlook.
- A ‘hands-on’ approach and self-starting attitude.
- An assertive individual who will work well amongst a small team.
- An honest and enthusiastic approach and a willingness to learn.
- Flexible - will be required to work slightly irregular hours due to study schedules where required.
- Proactive
- Organised and good time management, able to self-

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