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Administrative Support Specialist

2 months ago

Edinburgh, Edinburgh, United Kingdom Macro Full time
Job Description

Job Summary:

We are seeking a highly organized and detail-oriented Facilities Assistant to join our team at Macro. As a key member of our facilities management team, you will play a crucial role in ensuring the smooth operation of our facilities and contributing to the overall success of our organization.

Main Responsibilities:

  • Provide exceptional client reception and office management support services.
  • Ensure a professional and welcoming environment for visitors, staff, and clients.
  • Manage the booking of on-site meeting rooms and associated catering requests.
  • Coordinate the provision of stationery, office supplies, and consumables.
  • Sort and distribute incoming mail and prepare outgoing mail/packages for courier collection.
  • Maintain reprographic machines and ensure a consistent service.
  • Proactively manage the cleaning provider and general office conditions.
  • Initiate documented contractor/supplier/team meetings to maintain service excellence.
  • Manage planned preventative and reactive maintenance with sub-contractors.
  • Create client vendor setups on behalf of Corporate Properties.
  • Conduct regular workplace and safety inspections and maintain good housekeeping.
  • Ensure strict compliance with Health, Safety, and Environment requirements.
  • Contribute to First Aid, Security, and Fire safety requirements.
  • Regularly update the site operations file to ensure documentation is current.
  • Contribute to the provision of reports and information as required.
  • Work in line with the Client's environmental policy and initiatives.
  • Resolve problems and complaints, handling queries within knowledge and experience.
  • Support and promote a team working approach within Macro and the supply partner team.

Requirements:

  • Experience working as a receptionist/administrator in a corporate environment.
  • Fluent in English Language, both written and spoken.
  • Ability to manage time effectively and manage conflicting priorities.
  • Strong commitment to delivering exemplary customer service.
  • Computer literate and able to use standard word processing and spreadsheet software.
  • Familiarity with office network telephony systems.
  • Experience working in a Facilities Management operation.
  • Previous experience working in an outsourced contract environment.
  • Certification in Occupational First Aid.
  • Health and Safety Awareness.