United Kingdom - Midlothian, Edinburgh
Full time Administrator to assist with administration duties and office procedures for 200+ staff, for the AECOM, Edinburgh office.
The role’s core accountabilities shall be:
Assist the Office Manager / Lead Administrator (OMLA) and Office Leader to make arrangements to provide a safe, healthy and environmentally friendly place of work.
Implement and maintain procedures/office administrative systems.
With the LSO/Building Champion (LSOBC) and OMLA, help develop and implement effective SH&E arrangements at the location.
Help undertake new employee inductions.
Promote compliance with the IMS and support business excellence initiatives.
Lead the following activities in the day to day running of the office:
Liaising with vending machine company
Keeping office tidy
Oracle – Timecards (Timekeeper)
FCM – Booking Travel
Enterprise – arranging hire vehicles
Authorised driver correspondence
Meeting teas and coffees, etc
Preparing presentations and reports.
Support in organising company events or conferences.
Printing and binding
Distributing posters, office housekeeping
Document control for technical teams
Ensure that the printers and plotters are available to be used at all times and manage stock control of the associated consumables
Arranging maintenance of beverage machines (including a daily clean) and responsibility for the ordering of associated consumables;
As required, checks of the break out areas and kitchens, in particular ensuring that areas are tidy and clean, the coffee machines are adequately replenished and that waste bins are emptied.
Assist hosts with setting up meeting rooms for presentations etc. where available during normal working hours.
Cover reception breaks as and when required
Cover reception annual leave
Assist with the following activities in the day to day running of the office, when the OMLA is on annual leave or absent from work:
Distribute emails, weekly updates from Office Leader
Ensuring that invoices are processed correctly and to relevant codes
Advantage / VCA / Markview
Ordering office equipment – pedestals, chairs etc.
Order IT Equipment for all staff
Order Mobile phones for all staff
Co-ordinate desk moves
Weekly availability for HS&E Staff
Supporting (preparation and attendance) relevant forums and office meetings (including town halls).
Maintain an efficient ordering system for general stationary supplies;
Covering of quarterly location meetings
You must be experienced and be able to demonstrate knowledge and understanding of a busy office environment.
Formal qualifications would be helpful but experience will also be taken into account.
What We Offer
When you join AECOM, you become part of a company that is
pioneering the future . Our teams around the world are involved in some of the most cutting-edge and innovative projects and programs of our time, addressing the big challenges of today and shaping the built environment for generations to come. We ensure a workplace that encourages growth, flexibility and creativity, as well as a company culture that champions
inclusion, diversity and overall
employee well-being through programs supported by company leadership. Our
core values define who we are, how we act and what we aspire to, which comes down to not only
delivering a better world , but working to “make amazing happen” in each neighborhood, community and city we touch. As an Equal Opportunity Employer, we believe in each person’s potential, and we’ll help you reach yours.
Job Category Administrative Support / Secretarial
Business Line Buildings & Places
Business Group Design and Consulting Services Group (DCS)
Country United Kingdom
Position Status Full-Time
Requisition/Vacancy No. 228958BR
Clearance Required No
Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.