Site Administrator

We are seeking a competent and organised Site Office Administrator with reception responsibilities to join our team. The ideal candidate will be responsible for managing the administrative tasks of our site office while also fulfilling receptionist duties and providing non-technical support to the facilities team. This role requires a detail-oriented and customer-focused individual who can efficiently handle various administrative functions and provide professional reception and facilities coordination services.

PRIMARY

DUTIES & RESPONSIBILITIES Reception Duties

• Greet and welcome visitors in a professional and courteous manner.
• Operating multi position telephone system including answering and directing phone calls, in a polite and efficient manner.
• Managing access to reception and front door entry.
• Manage incoming and outgoing mail, packages, and deliveries through reception.
• Maintain a clean and organised reception area.

Administrative Support

• Provide administrative support to the site team and management staff, including any travel arrangements, i.e., flights, hotels & taxi transfers (including Coherent visitors, as required).
• Maintain and replenish stationary supplies.
• Coordinate and schedule meetings, appointments, and conference room bookings.
• Assist in preparing and editing documents, reports, and presentations.
• Maintain office supplies inventory and place orders as necessary.
• Arrange all aspects of buffet lunch/refreshments for visitors, and/or in-house seminars & meetings as required.
• Organise and maintain office filing systems.
• Responsible for internal communications and assist with celebratory or other site celebrations.

Facilities Support

• Provide administrative and coordination support to the facilities team.
• Maintain and store facilities‑related records, logs, paperwork, and compliance documentation.
• Receive contractors on site, escort or direct to the appropriate work locations on site.
• Assist facilities team in arranging appointments and site access schedules for contractors and service providers as required.
• Raise purchase orders (POs) and support procurement‑related administrative tasks for facilities activities.
• Ensure documentation is completed and filed correctly.

Communication and Correspondence

• Communicate with clients, suppliers, and other stakeholders as needed.
• Redirect inquiries to appropriate personnel.
• Draft and distribute internal and external communications.

Data Entry and Record‑Keeping

• Enter and update data in spreadsheets, databases, and other records.
• Maintain accurate and up-to‑date records of office expenses, invoices, and receipts.

EDUCATION & EXPERIENCE

• Proven experience as an office administrator, receptionist, or in a similar role.
• Proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint).Strong organisational and multitasking abilities.
• Excellent verbal and written communication skills.
• Ability to maintain a professional and friendly demeanour under pressure.
• Knowledge of administrative and clerical procedures.
• Familiarity with office equipment and basic maintenance.
• Additional qualifications in Office Administration are a plus.
• Experience interacting with contractors or supporting facilities or operations teams (preferred but not required)

Preferred Additional Skills

• Additional qualifications in Office Administration are a plus.

SKILLS & OTHER REQUIREMENTS

• Demonstrated problem solving and work prioritisation skills.
• Ability to keep up to date with technology and apply to business strategic plan.
• Ability to achieve results independently or working with others.
• Excellent interpersonal and communication skills; ability to communicate effectively with end‑users, management, and staff.
• Ability to handle multiple priorities involving internal customer requests and demands.
• Ability to excel in a cross‑organisational, cross cultural, global team environment.
• Handle special assignments promptly and professionally.
• Set a high standard of ethics, professionalism, and competency.

WORKING CONDITIONS

Working conditions typical of a climate controlled and professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers.

SAFETY REQUIREMENTS

All employees are required to follow the site EHS procedures and Coherent Scotland EHS standards.

QUALITY & ENVIRONMENTAL RESPONSIBILITIES

Depending on location, this position may be responsible for the execution and maintenance of the ISO 9000, 9001, 14001 and/or other applicable standards that may apply to the relevant roles and responsibilities within the Quality Management System and Environmental Management System.

CULTURE COMMITMENT

Ensure adherence to company’s values (ICARE) in all aspects of your position at Coherent:

Integrity – Create an Environment of Trust

Collaboration – Innovate Through the Sharing of Ideas

Accountability – Own the Process and the Outcome

Respect – Recognize the Value in Everyone

Enthusiasm – Find a Sense of Purpose in Work

#J-18808-Ljbffr