Administrative Support Specialist

2 months ago


Glasgow, Glasgow City, United Kingdom Northern Marine Full time

Job Summary

The Administrative Support Specialist will provide critical support to the Secretarial team and the wider business at Northern Marine. This role is responsible for ensuring the smooth operation of the office, handling administrative tasks, and providing exceptional customer service.

Key Responsibilities

  • Manage the office environment, ensuring a welcoming and efficient space for employees and visitors.
  • Process and distribute incoming and outgoing mail, packages, and documents.
  • Coordinate courier shipments, prepare associated paperwork, and track delivery status.
  • Prepare and circulate weekly mail despatch lists to relevant teams.
  • Monitor and maintain office supplies, including FedEx packaging and stationery.
  • Administer the switchboard, handling daily business calls and forwarding them to relevant departments.
  • Provide reception services, checking in guests and clients, and ensuring their needs are met.
  • Process requests for visitor Wi-Fi passwords and catering arrangements.
  • Update the catering schedule and distribute updates to the catering team.
  • Maintain the EL-VIS system with details of forthcoming office visits.
  • Update the INFORUM Employee Photos site and 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 and other administrative tasks.

Candidate Requirements

  • Proficiency in computer applications and software.
  • Standard Grade Maths or English or grade 3 or above.
  • Ability to prioritize tasks and manage multiple responsibilities.
  • Excellent customer service skills and communication abilities.
  • Strong multitasking skills and adaptability.


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