Office Administrator and Reception Coordinator

3 weeks ago


Aberdeen, Aberdeen City, United Kingdom OCS Group Full time

Join OCS Group as an integral part of our team in the role of Administrator/Receptionist. This position is structured around a full-time commitment, operating Monday to Thursday from 08:00 to 17:00 and Friday from 08:30 to 13:30, totaling 37.5 hours per week.

Key Responsibilities:

Administrative Duties:

  • Manage and redirect emails from the General Information inbox.
  • Process Purchase Orders, manual payments, and credit card payment requests.
  • Conduct petty cash reconciliations.
  • Coordinate catering services for meetings.
  • Utilize Adobe Sign for document management.
  • Book and document travel arrangements and taxi services as needed.
  • Record minutes during management meetings.
  • Oversee stationery orders and their distribution.
  • Maintain records and filing of Actions in the UK Regulatory inbox.
  • Act as the Facilities Management point of contact during the FM Manager's absence.

Reception Responsibilities:

  • Operate the switchboard through Microsoft Teams.
  • Welcome and assist colleagues, visitors, and contractors.
  • Issue passes for contractors and visitors, ensuring site inductions are completed and documented.
  • Update the Reception Manual as necessary.
  • Maintain a clean and organized Reception area, ensuring it is free from spills and clutter.
  • Handle incoming and outgoing mail efficiently.
  • Ensure the franking machine is adequately funded.
  • Distribute incoming parcels and deliveries promptly.


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