Office Assistant

Job Summary

Our corporate activities are growing rapidly, and we are currently seeking a full-time Facilities Assistant to support our team and office operations in Stirling. This position will work in a team to accomplish tasks and projects that are instrumental to the company’s success. If you want an exciting career where you use your previous expertise and can develop and grow your career even further, then this is the opportunity for you.

Responsibilities

• Serves as the front of house, first point of contact for our clients, vendors, and staff, working from the office reception desk, answer main office phone and transfer calls, distribute accurate messages, coordinate incoming and outgoing courier and mail services. While this person will be in our reception area, this role is a well-rounded full office assistant, supporting the Facilities team to provide a great experience and workplace for all associates.
• Assist in the coordination and organisation of meetings, events, and appointments.
• Inventory, monitor and maintain office, breakroom, and other supplies.
• Use internal facilities management software to manage planned and reactive maintenance tasks, keeps data current and accurate within tickets and overall database.
• Under direction of the Finance function, may support local invoice flow; responsible for receiving and managing all the coming invoices using internal finance/invoice management systems.
• Interacts with landlord and building management contacts to coordinate administration of building property and parking. Works with Facilities Management on desk and office assignments.
• Submit invoices and expense reports within allocated budget, escalating approval when necessary.
• Work with HR and IT to welcome and onboard new starters to the Stirling office.
• Develop and maintain strong relationships with service vendors to ensure efficient maintenance of building and grounds, value for money and consistently high standards.
• Under supervision, responsible for coordination of all health and safety procedures for a local office.
• Under direction of IT function coordinate management of office telephony needs, including mobile phones and printing services.
• Work closely with the Regional Facilities Manager to provide reporting and information for country budget planning for facilities-related costs.
• Assist the Regional Facilities Manager in property projects such as relocation, lease renewal and internal office moves and fit outs.

Qualifications

• High school diploma or equivalent.
• Good experience in office administrative services/office management.
• Basic knowledge of office management, Health and Safety, Risk Assessments and emergency procedures required.
• Knowledge of MS Word, Excel, and PowerPoint.
• Strong communication skills (both written and verbal).
• Excellent organizational and prioritization skills with a high attention to detail.

Travel: None