Administrator - Clackmannanshire

Ref: 285 Date Posted: Tuesday 29 Nov 2022
LinkedIn ShareShare

We are looking for an experienced Administrator for our global engineering client based in Alloa. This is a 37.5 hour Monday to Friday 8am until 5pm office based position.

This is a contract position until March 2024.

Administrator Role:

This role is to ensure the flow of site procedures and is to support the Site Management Team by carrying out routine office duties. You must have a positive and friendly disposition for the company image as you will be the first line of contact to visitors, client, and vendors in person, online and via telephone.

Administrator Job Duties:

  • Communicates with relevant agencies to produce travel itineraries for company site reps
  • Arranges meetings by scheduling appropriate meeting times, booking rooms and planning refreshments
  • Manages correspondence by answering emails and sorting mail
  • Assists in planning and arranging events, including organising catering
  • Handles expenses and billing cycles
  • Answers phone calls and transfer them as necessary
  • Drafts, formats and prints relevant documents such as Minutes of Meetings
  • Maintains stock lists and orders office supplies as needed
  • Manages staff expense requests
  • Interacts with the Site Manager and follows up with his instructions
  • Creates agendas and takes meeting notes
  • Assists in purchase orders and invoicing
  • Maintains accurate records for employee holiday requests
  • Manages outgoing post and records data on special deliveries
  • Photocopies and files appropriate documents as needed
  • Attends workshops when requested
  • Interfaces with company tools such as Go Completions, OpenText, SAP and others. Training to be provided

Administration Support:

  • Support recording of EHS forms to meet monthly KPI’s
  • Manage and arrange contractor site induction booking requests
  • Collate and store contractor training certificates and competency cards
  • Assist EHS Manager with ordering site resources as necessary
  • Support drug and alcohol testing programme as instructed by EHS Manager

QA/QC Administration Support:

  • Support recording of QA/QC documentation  
  • Support receiving and issuing Notice of Inspections via email

 Preferred Experience:

Prior Office Management Experience Preferred; Strong Attention to Detail; Ability to Work Without Supervision; Excellent Time Management Skills; Exceptional Communication Skills; Technical Skills, Including Proficiency With Microsoft Office Programs; Strong Prioritisation and Organisation Skills; Ability to Handle Confidential Information; Strong Record Keeping Skills; Presentation Skills, Including Welcoming Guests to Events; Ability to Multitask; Fluent English (Written and Spoken)