Business Support Administrator - Edinburgh

Overview

We are looking for an enthusiastic person to join our Business Support team. This team provides administrative assistance across the entire Practice in a variety of ways. Job Description: To oversee the reception area, deal with all incoming telephone calls and visitors to the office. Provide administrative support to the Office Manager and Practice Manager, Directors, engineers, and technicians. Provide administration support with tenders, competitions, and submissions.

Responsibilities

Reception/Administration

• Answering telephones - first point of contact
• New business
• Processing incoming/outgoing mail
• Taxis/Copy shop inputting
• Maintaining PPE
• Organising CPD lunches
• Greeting visitors and providing refreshments
• Logging and monitoring new work enquiries
• Converting jobs in Workspace (project management system)
• Maintaining filing systems
• General administration and office tasks

Administration

• Job conversions
• Invoicing, managing fee charts and project owner reports
• Weekly won system checks
• Assisting a section of engineers and technicians
• Assisting with ad hoc duties

Administration Department Tasks/Competitions

• Cube store - physical & electronic
• Archiving - physical & electronic
• Collating information for submissions
• Assisting Office Manager and Senior Management with submissions, if required
• Providing Design Team Leaders with PQQ/Tender information in requested format

Skills & Qualifications

• A good understanding of Microsoft Word and Excel
• An organised approach and good time management skills
• The ability to work well as part of a team
• Computer literacy and good typing skills
• A good level of English spelling and grammar
• Accuracy and attention to detail
• Ability to use own initiative but also know when matters need to be referred to a supervisor

Good level of IT literacy and use of Microsoft Office applications