Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

We are looking for a highly organised and proactive Administrator to join our Building Structures team in Glasgow, providing day-to-day administrative support to the wider team and acting as Personal Assistant to the Managing Director of Building Structures.

This is a varied role that will suit someone who enjoys working in a busy consultancy environment, can manage competing priorities and takes pride in providing an efficient and reliable support service. You will play an important part in ensuring the smooth running of the team, while providing dedicated PA support to the Managing Director.

The successful candidate will be confident communicating with people at all levels, able to use their own initiative and comfortable handling a varied workload with changing priorities.

• Provide day-to-day PA and administrative support to the Managing Director of Building Structures.
• Manage diaries, coordinate appointments and arrange internal and external meetings.
• Prepare meeting agendas, collate papers and assist with presentations and other documentation.
• Manage incoming correspondence, ensuring messages and actions are followed up appropriately.
• Handle sensitive and confidential information with discretion and professionalism.

• Provide administrative support to the wider Building Structures team and assist the wider administration team as required.
• Assist with the preparation, formatting and production of Word, Excel and PowerPoint documents, including client presentations and reports.
• Manage project administration and documentation, including correspondence, quotations, orders and project files.
• Open new jobs and maintain project information on the internal system (Agresso).
• Assist with monthly billing, generate invoices and support the team with financial administration using Agresso.
• Provide holiday and absence cover for colleagues across the wider administration team when required.

• Previous experience in an administrative, PA or team support role is essential.
• Previous experience providing PA support to a senior manager or Director would be highly advantageous.
• Highly organised, with excellent time management skills and the ability to manage multiple priorities and deadlines.
• Strong attention to detail and accuracy.
• Confident using Microsoft Office, particularly Word, Excel and PowerPoint.
• Professional and confident communicator, able to build relationships with colleagues, clients and external stakeholders at all levels.
• Able to work independently, use initiative and identify solutions to problems.
• Flexible and adaptable, with a positive approach to changing priorities and workload.
• Discreet and trustworthy when handling confidential and sensitive information.
• A personable and approachable manner, with a strong focus on providing a high standard of support.

Previous experience within an engineering, construction or professional services consultancy would be beneficial but is not essential.

Knowledge of Agresso and SAP Concur would also be advantageous, although training will be provided.