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Office Administrator - Glasgow

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The role

To perform general office support duties for the Scotland Office,

 

Key deliverables

·     Sort and distribute incoming post/deliveries and frank outgoing post for collection by Royal Mail

·     Deal with telephone calls or transferring to the relevant person. Managing voicemail messages.

·     Order stationery supplies

·     Liaise with suppliers. Stamping and logging invoices

·     Manage post

·     Receive visitors, manage meeting room

·     Ensure that the office is manned at all times during office hours

·     Provide day-to-day support for the managers based in the office, including diary management

·     Arrange meetings and take minutes

·     Deal with general tenant and stall holder enquiries, passing the information to the Managers or BNP Paribas Real Estate Surveyors, as appropriate

·     Ensure all filing is up to date, documents are scanned etc

·     Assist in the production of letters/flyers and distribution to tenants as and when required

·     Ensure the reception TV presentation is up to date and relevant for the day’s meetings

·     Maintain meeting room booking system

·     Ensure tidiness of reception, kitchen and meeting rooms at all times

·     Load/unload dishwashers and stock tea point with cups and glasses

·     Prepare drinks for client meetings where required

·     Assist with technical set up for presentations (including screens, sound, etc)

·     Order lunches/refreshments for meetings

·     Maintain and update ordering system for various suppliers

·     Order new stocks of stationery and printer/toner cartridges

·     Order kitchen supplies

·     Ensure print stations are stocked each day

·     Act as the main point of contact for all printer problems/queries, reporting to IT as necessary

·     Assist with printing and binding as required

 

 

Person specification

Experience

·     Excellent English language skills – both written and spoken

·     IT literate

 

Key Skills / Competencies

·     Ability to provide a friendly & professional manner for internal and external colleagues/visitors

·     To be self-motivated, pro-active and confident in own ability

·     To have good inter-personal skills and an approachable demeanour

·     To have a flexible attitude to work

·     To be conscientious and thorough

·     Ability to multi-task

BNP Paribas Real Estate is proud to be an inclusive employer, as recognised by our RICS Inclusive Employer status and the Stonewall Equality Index.