Administration Assistant/Receptionist (6 Month Ftc)

LogicNow is looking for an experienced Administration Assistant/Receptionist to join their growing team in Edinburgh. This role is for a fixed period of six months to cover maternity leave.

Essential Duties and Responsibilities:

• Manages front office/reception area (seeing to couriers, deliveries, etc)
• Greets visitors and ensures that they are well attended to, offering drinks and notifying relevant staff members of their arrival
• Handles and forwards incoming phone calls
• Handles daily incoming and outgoing post and the shipping of parcels
• Arranges reservations for conference rooms/WebEx/international line reservations and communicates details to participants
• Performs general administrative duties including filing, office supplies, equipment maintenance, photocopying etc.
• Provides cover for the management and redistribution of enquiries (global) regarding LogicNow products (sales and admin mailboxes)
• Orders, catalogues and records the use of books and magazines given out to employees
• Orders and monitors stationery stocks
• Handles lunch orders, when required
• Orders soft drinks and fruit for staff on weekly basis
• Liaises with office and window cleaners to ensure cleaning equipment is in place and in good working order and ensures smooth running of both offices
• Deals with the disposal of cardboard/shredding when required.
• Develops a good rapport with clients, suppliers, distributors and other organisations in the exercise of his/her duties
• Ensures a high quality/standard of work and service throughout while ensuring that confidential data is handled properly at all times
• Acts as backup point of contact for Sales Distributors, processing of contracts
• Assists with Events Management; organising regular global offsite meetings for the executive team and whole-office events for up to 200 staff.
• Assists executive team with any administration requirements they may have.

Qualifications:

• A Higher level/A level standard of education is a minimum requirement. Degree-level education would be advantageous
• A secretarial or administrative course would be considered an asset
• A course in customer service is also considered an asset

Communication:

• Excellent telephone skills
• Very good standard of English
• Strong interpersonal and verbal communication skills

Education / Experience:

• Strong Microsoft Office computer software skills (Excel, Word, PowerPoint, Outlook, Access, and Internet)
• Typing skills
• Experience in a similar administrative position

Standards of performance:

• Attention to detail
• Strong organisation skills
• Discretion and confidentiality
• Efficiency and effectiveness in tackling duties and meeting deadlines
• Ability to establish priorities and handle a variety of functions simultaneously with minimum supervision
• Reliability and responsibility
• Helpful, cooperative, dynamic and proactive approach to work
• A sense of ownership of one’s work
• Analytical in approach while being flexible and innovative in attitude
• Team spirit
• Strong ability to develop a good rapport with clients, suppliers and other entities in the exercise of his/her duties
• Professional presentation; the ability to interact with guests and employees at all levels
• Ability to work with and handle confidential/non-public information.

Hours of Work

Working hours for this role will be 30 per week; 9-4pm, Monday to Friday