Office Administrator

OFFICE ADMINISTRATOR

Select Solutions is looking for an Office Administrator to join the team on a full-time basis.

Contract: Permanent (40 hours per week)

Based: Glasgow

Salary Range: £26,000 per annum (dependent on experience).

About Select Solutions:

For over 25 years, Select Solutions have provided security systems and highly trained staff where needed most. We are a family-run business, in addition to being a market leader in Security CCTV and Services, Events and Labour Provision.

We operate primarily across the following five markets:

1. Security
2. Events
3. Labour
4. Waking Watch
5. Property Services

Across these markets we have a growing list of satisfied customers across the country, who we assist in protecting their assets with our construction security solutions, corporate security officers, and void property security.

Your Role:

The Office Administrator holds a crucial position in facilitating the seamless operation of our business. Reporting to the General Manager and providing support to the Select management team, this role encompasses diverse administrative tasks essential for the smooth functioning of our office. Exceptional organizational skills, multitasking capabilities, and meticulous attention to detail are essential attributes for success in this role.

Key Responsibilities

Office Operations Coordination:

• Coordinate and oversee office operations to ensure efficiency and productivity.
• Prepare site packs and maintain SharePoint for effective document management.
• Monitor phones and info@ emails, serving as the primary contact for relevant staff.

Administrative Support:

• Assist with various clerical tasks, including filing, data entry, and document preparation.
• Manage company correspondence, including emails, letters, and packages.
• Ensure accuracy in data input and maintain records through precise minute-taking during meetings.
• Perform data entry tasks, updating client records, CRM database, and SharePoint files while ensuring compliance with financial requirements.
• Manage inventory of office supplies, including stationery and multimedia equipment, to support smooth operations.

Communication and Relationship Management:

• Handle incoming telephone calls, redirecting them as needed and providing prompt, professional responses.
• Cultivate and sustain positive relationships with staff, clients, and suppliers through effective communication and exceptional customer service.

Meetings and Events Organization:

• Organize meetings, schedule appointments, manage agendas, take minutes, and follow up on action items.
• Coordinate hospitality, travel arrangements, and company events.

Financial and Reporting Support:

• Assist with quoting, managing NJNs (New Job Numbers), and maintaining sales reports.
• Utilize timesheets for tracking employee hours and managing procurement needs.

Social Media Management:

• Oversee all social media activities, including LinkedIn postings managed through AI technology.
• Schedule and publish posts on social media channels, ensuring consistency in messaging and branding.
• Monitor social media channels for comments, messages, and mentions, responding promptly and appropriately.

As a fair and ethical employer, in accordance with guidelines taken from the 2010 Equality Act, Select Solutions is committed to promoting equal opportunities for all, irrespective of colour, race, religion or belief, ethnic or national origin, gender, marital/civil partnership status, sexuality, disability or age.