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Office Coordinator

2 months ago

Glasgow, Glasgow City, United Kingdom Northern Marine Full time

Job Summary

The Office Administrator will provide administrative support to the Secretarial team and the wider business, ensuring the smooth operation of office activities.

Key Responsibilities

  • Manage the opening and closing of the office, including screening night service messages and distributing incoming mail items.
  • Process outgoing courier shipment requests and prepare associated paperwork.
  • Coordinate ships mail despatches and associated courier requirements.
  • Circulate weekly ships mail despatch lists.
  • Monitor stock levels and order FedEx packaging.
  • Administer the switchboard, handling everyday business calls and forwarding to relevant departments.
  • Provide reception services, 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 administrative tasks and process mapping.

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.