Administrative Support Specialist

2 weeks ago


Glasgow, Glasgow City, United Kingdom Northern Marine Full time

Job Summary

The primary purpose of this role is to provide administrative support to the Secretarial team and the wider business at Northern Marine.

Key Responsibilities

  • Ensure the office is operational each morning and manage night service messages
  • Process and distribute incoming mail items, including ships mail
  • Coordinate outgoing courier shipments and prepare associated paperwork
  • Manage ships mail despatches and associated courier requirements
  • Circulate weekly ships mail despatch lists
  • Monitor stock levels and order FedEx packaging
  • Administer the switchboard for everyday business calls and forward to relevant departments
  • Provide reception services for checking in guests and clients
  • Process requests for visitor Wi-Fi passwords
  • Coordinate catering and transportation requests
  • Update the catering schedule and distribute updates to the catering team
  • Update the EL-VIS system with details of forthcoming office visits
  • Update the INFORUM Employee Photos site
  • Provide digital and hardcopy photos for Visa Applications
  • Provide front desk and switchboard cover for Scotia House when required
  • Support the Facility Manager with process mapping of facilities processes
  • Support with other administrative tasks, such as ordering food and raising purchase requisitions

Candidate Requirements

  • Computer literacy
  • Standard Grade Maths or English or grade 3 or above
  • Ability to prioritize tasks
  • Excellent customer service skills
  • Good communication skills
  • Ability to multitask


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