Business Administrator

<p>Our client is looking for a Business Administrator for a contract to permanent position, located in Aberdeen.</p>

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<p><strong>ROLE </strong></p>

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<p>To provide the efficient smooth operation of reception and office facilities. Support the HR, BD and other functions with Administration support. Coordinate all HSE activities.</p>

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<p><strong>RESPONSIBILITIES </strong></p>

<p>Reception Duties</p>

<ul>
<li>Shared reception duties - ensuring switchboard is manned at all times and calls and enquiries are dealt with in a prompt and efficient manner.</li>
<li>Meet and greet visitors to the office ensuring the correct security pass is issued and their point of contact is aware of their arrival</li>
<li>Meeting room diary management</li>
<li>Booking public transport where required</li>
<li>Managing the receipt and sending of all courier packages and post</li>
<li>Organising refreshments for meetings/training when required</li>
</ul>

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<p>Facilities Coordination</p>

<ul>
<li>Perform a daily facilities walk round (offices 32, 34 & 36) checking with people if they have any issues, checking for light bulbs out, trip hazards, broken furniture etc.</li>
<li>Ensuring all meeting rooms are kept clean and tidy on the days when the cleaners are not onsite (inc. white boards, bins and tables). Ensuring meeting room cupboards are kept well stocked.</li>
<li>Ensuring all key holders are aware of their responsibilities and who to contact in the case of an emergency</li>
<li>Ensuring all office repairs are dealt with in a timely manner and suppliers are chosen based on quality of work and best value for money. Preferred supplier list to be saved centrally and kept up to date</li>
<li>Ensuring the external grounds are well maintained, including gardens and carparks</li>
<li>Maintaining supplies of stationery and office equipment</li>
<li>Managing cleaning company services and KPI's. Regular audits & cost control on cleaning supplies being ordered.</li>
<li>Ensuring Internal telephone directory is kept up to date.</li>
<li>Owner of the weekly facilities 'issues' list (both internal and external) and reporting back to Ops</li>
<li>Events Coordination - Assist departments/company with booking events (i.e. booking facilities, transport, requesting quotes, finalising numbers etc)</li>
</ul>

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<p>Office Administration Support</p>

<ul>
<li>Minute Taking</li>
<li>Formatting of documents</li>
<li>Booking training when required</li>
<li>Managing business travel and accommodation. Keeping traveller profiles up to date</li>
<li>Petty cash control and reconciliation</li>
<li>Create fortnightly tracker for the leadership team, team leads and PM's business trips and holidays</li>
<li>Facilitating the Business visa process</li>
</ul>

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<p>Finance Support</p>

<ul>
<li>Processing Purchase Invoice and other payables processing and payment</li>
<li>Review and control of Purchase ledger</li>
<li>Raising PO's for consumables and office supplies</li>
<li>Manual filing for year end accounts</li>
</ul>