Office Services Administrator

**About The Role**:
**Purpose**

To support the smooth and professional running of the Edinburgh office in addition to administrative duties and delivering a high level of client service and a great first and lasting impression of the company. You will work alongside another Offices Services Administrator and work together in achieving this.- This role will report into the Family Office & Reporting Team Leader based in Princes Exchange.**Responsibilities**:

- Greeting clients, external visitors and colleagues from other 7IM offices.
- Managing meeting room bookings and co-ordinating meetings with external companies/contacts.
- Set up of daily coffee machine and meeting rooms for internal and external meetings depending on requirements i.e. video conferencing, refreshments/lunches.
- Assist with new starter process and manage the company’s desk booking system including staff queries.
- Responsible for the incoming and outgoing mail deliveries, including booking couriers and ensuring timely completion.
- Call handling (clear and concise message taking, passing messages on to the relevant individual in a timely manner, supporting portal queries when required).
- Produce and dispatch of the daily 7IM welcome letters within the agreed SLA’s.
- Book travel across the Edinburgh Office in-line with the company travel policy and sustainability drive.
- Manage and order stationery and meeting room refreshments in addition to creating Purchase Orders.
- Support those in the Edinburgh office with administrative duties as and when required these could include chasing providers, payments, mail merges, document editing.
- Complete monthly credit card reconciliation and stats to produce meaningful MI.
- Liaising with the Edinburgh Office Manager on Facility issues.
- Build relationships across both the Edinburgh and London offices
- Participate in any projects and relevant business initiatives when required.
- Continually looking at ways to enhance existing procedures to obtain maximum efficiencies.
- Ensure the 7IM VPVPs (Vision, Purpose, Values and Personalities) are followed throughout your working practices.
- Other duties, as reasonably required by the line manager and 7IM

**About You**:
**Personal Skills**:

- Be able to provide 5 star service, presenting the professional image of the Company, in this front of house role, through their appearance and conduct.
- Excellent oral and written communication skills.
- Proactive approach and ability to use initiative.
- Accuracy, thoroughness & attention to detail in order to maintain the highest levels of service
- Client focused, with ability to ensure that necessary actions are taken to service clients whilst maintaining positive relationships externally & internally
- Confident character, able to adapt in demanding circumstances.
- Ability to work under pressure, whilst remaining calm and composed.
- Self starting and able to work autonomously.

**Knowledge**:

- Intermediate competence of Microsoft Word, Excel and Outlook.
- Excellent communication, organisational, time management and administrative skills.
- Knowledge of Financial Services would be beneficial, but not essential.

**Qualifications***:

- Educated to GCSE level or equivalent.
- Hospitality/Customer Services/Administration qualifications are desirable.

**About Us**:
The ‘7’ in 7IM refers to the seven original founders of the business. Back in 2002, they couldn’t find a firm they trusted to manage their families’ money properly - big banks seemed impersonal and greedy, while most boutiques lacked the necessary investment process and structure. They started the kind of organisation they’d like to invest with themselves.

Their aim was to deliver steady returns over the long term, while keeping an eye on risk, using the best technology. They wanted everyone to have access to the kind of service and expertise that institutional investors would expect.

We’ve evolved since then. In 2015 Caledonia Investments joined us as a major shareholder. In 2018 we acquired Tcam Asset Management, a firm we felt closely aligned with our investment philosophies and multi-asset approach. In 2020 we continued our long-term growth strategy and acquired the award winning London based financial planning firm Partners Wealth Management (PWM). PWM will continue to operate as an independent company, retaining its brand, identity and leadership.

Our team, our clients and our funds under management have grown steadily over the years. From our offices in London, Edinburgh and Jersey, more than 400 talented people manage over £19 billion for a range of clients, including individuals and families, financial advisers, corporates, charities and trustees.

We still follow our founders’ plan and aim to get the simple things right all wrapped up with real, honest, human service - that’s what sets us apart from everyone else.