Business Support & Facilities Administrator

Business Support & Facilities Administrator – Condie & Co Limited

We are delighted to offer a position in our Business Support Team in a well-established and busy accountancy practice. Our business support team at Condies is a small one we currently have our Client Onboarding Specialist, a Business Support Assistant and a Receptionist in the team carrying out the day-to-day administrative tasks and supporting our fee earning colleagues to look after our clients.

We are looking for an enthusiastic, knowledgeable, and diligent person to join the team, assisting with administration tasks including the maintenance of our CRM/database system and collaborating with the managers to ensure that we are supporting the wider business with all administrative tasks. Responsibility for the facilities management and general upkeep of our business premises, ensuring all health & safety policies and procedures are adhered to and monitored, for a multi-site business will also form part of this role, supported on this by the Operations Director.

The main areas of responsibility for this role include:

• Facilities management – carrying out weekly, monthly, quarterly and annual checks and ensuring our building is maintained to a high standard.
• Liaising with tradespeople and suppliers to ensure any necessary works are carried out in terms of repairs and maintenance including ensuring we meet all of the relevant standards in terms of fire safety and other HSE regulations.
• Office temperature control and comfort.
• Liaising and assisting the marketing team on mail merge and other marketing campaigns providing the team with the relevant information to allow them to do their job well.
• Ensuring our database/CRM system is maintained and kept up to date.
• Carrying out administrative tasks and taking instruction on how to do tasks to pre-agreed standards.
• Providing Executive Admin Support to our partners & directors.
• Help with other business support tasks especially to cover lunchtimes, holidays and absence including:
• Processing of incoming and outgoing mail.
• Carrying out office duties including ordering and receiving stationery, organising client papers to be delivered and dealing with clients.
• Supporting reception duties by meeting and greeting clients and guests to our office, the handing in of books and records, and delivering messages to other colleagues. Making teas and coffees for client meetings.
• Supporting with the office open up and shut down procedures, including checking all equipment and the premises/meeting rooms are fit for the day.
• Monitoring the return of client documents/books and records.

Personal Specification

Ideally, we are looking for someone who can meet the following personal specification:

Qualifications / Education / Training:

·        Prior experience working in a busy office/ professional services firm

·        Maths and English pass at Nat 5/ GCSE Equivalent/ SQA level 2

·        Prior experience in facilities management and understanding of health and safety obligations for a professional services firm

Specific Experience:

·        Comfortable juggling different priorities

·        Used to taking instruction and meeting specific deadlines

Knowledge, Skills & Competencies:

·        Proficient in the use of Microsoft Office packages including Word, Excel & Powerpoint

·        Highly IT literate

·        Knowledge of CRM systems and the importance of maintaining them to a high standard

·        Flexible and able to adapt quickly to change and urgent demands

·        Methodical with a high attention to detail

·        Excellent grasp of spoken & written English

·        Self motivated & able to organise and manage own workload

·        A team player

·        Keen to acquire knowledge and learn new skills

·        Pre-emptive and pro-active work style

Core Values required of the successful applicant include:

·        Honesty

·        Integrity

·        Enthusiasm

·        Resilience

Personal Attributes:

·        Enjoys taking responsibility and ownership

·        A completer finisher

·        Excellent personal presentation

·        Positive attitude and happy demeanour