Administrative Assistant

Administrative Assistant

Are you an experienced Administrator with a strong client-care focus and excellent attention to detail? Are you a confident decision-maker, adaptable to work independently and as part of a wider team?

We are seeking an Administrative Assistant to join our small, family-feel team in a full-time, permanent basis based from our site in Kintore, Aberdeenshire. The role is based on our working yard.

As an Admin Assistant you will play a key role in ensuring the smooth operation of our office. You will have to handle a variety of tasks ranging from managing incoming calls to assisting with marketing efforts. This is an excellent opportunity for someone who is detail-oriented, enjoys multitasking and thrives in a fast-paced environment.

Due to the site location, occasional use of company vehicles may be required. A driving license is therefore an essential requirement for applicants.

Key Responsibilities:

- Answer incoming calls and provide exceptional customer service
- Process Timesheets and manage miscellaneous purchasing
- Expedite orders and reconcile PO’s, with delivery notes and purchase Invoices
- Conduct customer account checks, ensuring correct paperwork, up-to-date insurance and completion of customer review forms etc.
- Assist with invoicing as required and process paperwork, including uploading information onto the system
- Scan and file documents and manage the archive paperwork system
- Assist with marketing tasks including social media posts, gathering content, updating the website, and managing merchandise orders.
- Handle health and safety administration such as managing first aid kit levels, checking fire extinguisher dates, updating notice boards and booking relevant courses
- Conduct stationary and consumables stock checks and place orders as needed
- Provide holiday cover for the Hire Desk, including quoting and booking jobs
- Manage PPE allocation and orders as required
- Perform general office duties such as laminating, printing, updating documents as required
- Oversee fleet vehicle management, including scheduling MOT’s and managing service check-ins
- Manage fleet equipment, including checking lifting dates, ensuring documents are up to date, updating workshop folders, and creating document packs
- Carry out any other tasks requested by the line manager

Essential requirements:

- Minimum 2-year admin experience
- Driving licence
- Strong communicator both verbally and in writing
- Confident with liaising with customers over the phone

Desirable requirements:

- Experience in a hiring/rental background

Qualifications and Skills:

- Strong organisational and multitasking skills
- Proficiency in office software and systems
- Excellent communication skills and a professional demeanour
- Ability to work independently and as part of a team
- Attention to detail and a proactive approach to problem solving

**Benefits**:

- Competitive salary
- Pension scheme
- Open to flexible working patterns
- Training and development
- On-site free parking
- Private healthcare scheme
- Social events with team

To apply:
**Job Types**: Full-time, Part-time, Permanent

**Benefits**:

- Company events
- Company pension
- Free parking
- On-site parking
- Private medical insurance

Schedule:

- Flexitime
- Monday to Friday
- No weekends

**Experience**:

- Phone etiquette: 1 year (required)
- Organisational skills: 1 year (preferred)
- Office experience: 2 years (required)

Licence/Certification:

- Driving Licence (required)

Work authorisation:

- United Kingdom (required)

Work Location: In person