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Receptionist/Administrator

Inverness

Job description

The successful candidate will provide a timely and efficient reception, telephone answering and admin support role to ensure the smooth running of daily operations for the company.

Key Responsibilities

• Answer the telephone, transfer calls, and take messages to ensure a prompt response to queries and requests.

• Deal with routine enquiries from customers, staff, and visitors.

• Welcome visitors to the company, providing them with a visitor’s lanyard and notifying the appropriate contact of their arrival.

• Ensure that they have been signed in/out and offered refreshments.

• Monitor boardroom use and make bookings as requested, ensuring the boardroom is kept tidy and presentable.

• Undertake routine daily tasks that can be carried out at the reception desk - including opening mail; general word processing, ensuring that information is prepared on time, correct and readily available.

• Undertake basic data input/retrieval and run straightforward or routine reports to support basic department and company information procedures.

• Operate a ‘bring forward’ system ensuring that all correspondence is tracked and alert relevant staff to any actions that need to be taken.

• Maintain and update all archive files both manual and computerised so that information is available in an organised fashion.

• Organise disposal of confidential waste in accordance with company procedure to ensure that data protection is always upheld.

• Manage, organise, and update relevant data using database applications.

• Process purchase ledger invoices and prepare the appropriate documents for filing.

• Checking and processing scanning

• Assist with consignment invoice processing and emailing weekly invoices.

• Provide clerical assistance to special functions (e.g., conferences, exhibitions, and promotional events) within the department/company.

• Update and maintain a digital record for staff car registrations.

• Organisation of welcome mats to be cleaned externally.

*May be required to carry out other duties which are appropriate to the post

Required Skills & Experience

• Experience working in a similar role would be beneficial.

• Sound organizational and administrative skills, including managing time effectively.

• Provide excellent customer service.

• The ability to deal confidently with people with clear and effective communication skills both verbally and written.

• Good numeracy skills.

• IT literacy and experience of Microsoft packages with the confidence to learn new systems.

• Ability to multitask and prioritise.

• Ability to respond positively to new challenges and change.

Job type
Permanent
Posted
2021-09-08T00:00:00