Administrative Assistant II

 

Administrative Assistant II - GLA00AR

Company: Worley

Primary Location: GBR-GC-Glasgow

Job: Administrative Support

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Schedule: Full-time

Employment Type: Employee

Job Level: Experienced

Job Posting: Jun 26, 2023

Unposting Date: Jul 26, 2023

Reporting Manager Title: office Coordinator/Support Services Manager

:

51,000 people. 49 countries. Over 120 office locations.
We’re not just engineers. We’re a global team of data scientists, consultants, construction workers and innovators all working to create a better tomorrow. Every day, we help customers in energy, chemicals and resources get one step closer to solving our planet’s toughest issues. Climate change. The energy transition. Digital transformation. And how we can deliver a more sustainable world.?

Whatever your ambition, there’s a path for you here. And there’s no barrier to your potential career success. For more information, visit Worley.com

You will

Provide general administrative support as detailed below:

RECEPTION

Manage telephone calls received to ensure basic queries are addressed and incoming calls are directed appropriately and messages distributed correctly.

Greet visitors and inform appropriate staff members of their arrival. Ensure all visitors sign in and out, watch visitor induction presentation, receive a visitor’s pass and are met by their host before leaving Reception.

Maintain control record of visitor, facilities management and client access passes, ensuring they are returned at the end of each day. Conduct monthly audit to ensure none are missing.

Maintain control record of keys, logging in and out to staff/contractors/ Security Guards as required.

Coordinate and manage meeting rooms and associated equipment bookings, ordering of food and beverages and clearing up meeting rooms at completion of meetings.

Place stationary orders as required and manage stationery stocks.

Arrange courier uplifts.

Sign for deliveries, log incoming/outgoing mail and courier deliveries, ensure delivery notes are received, and arrange onward distribution

Ensure the Reception Area and Amenities Area are kept presentable, including coffee area.

FACILITIES MANAGEMENT

Identify Fire Wardens each morning in line with emergency procedures.

Manage storage and return of First Aid kits on a daily basis.

Assist with visitor desk bookings as required.

Prepare access passes for new starters.

Order PPE as required, ensuring project charge codes are provided.

Maintain record of PPE stored on premises.

Place orders for tea/coffee/cups/etc. and manage stock levels.

Any other Facilities Management tasks as delegated.

GENERAL ADMINISTATION SUPPORT

Provide administrative support to Corporate Management and/or projects as required.

Assist with a range of administrative activities, e.g. preparation of expense reports, holiday logs, action trackers, overtime forms, etc.

Make travel and accommodation arrangements for assigned team members.

Assist with the creation and preparation of documentation for internal and external clients, including correspondence, reports, presentations, etc.

Set up and maintain group filing.

Provide customer service and ensure that information provided is accurate, timely and in accordance with Worley policies and procedures.

You will have:

• Must have previous experience in a similar Administration role and be able to demonstrate proficiency in the responsibilities of the role.

• A team player and confident people person with the ability to communicate easily at all levels.

• Excellent written and verbal communication skills.

• Excellent interpersonal skills and be able to facilitate team co-ordination.

• Attention to detail.

• Advanced Microsoft Office skills.

• Initiative and the ability to work effectively both independently and within a team environment.

• Time management skills, confident working under pressure, along with a proactive approach to work and ability to work flexibly and on own initiative.

• Strong organisational, multi-tasking and prioritization skills.

• Commitment to maintaining and promoting high standards of the role.

What we offer you

Providing an agile culture and challenging work opportunities results in a positive work environment. Our people enjoy competitive compensation packages and a fun, personal, collaborative and safe working environment. We value equal employment opportunity and are committed to promoting fairness, equality and diversity.

Our policy is to conduct background checks for all candidates who accept an offer of employment with us.

If you have the passion and talent to keep up, it's time to test the limits of what you can become. Find your future with Worley.

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