Administrator - Military veterans preferred

2019-11-28
AECOM (www.aecom.com)
Other

/yr

  full-time   employee


Edinburgh
United Kingdom

United Kingdom - Midlothian, Edinburgh

Job Summary

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:

  • Ordering Milk

  • Ordering Fruit

  • 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

  • Archiving

  • 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

  • Office keys

  • Lockers

  • 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

Minimum Requirements

You must be experienced and be able to demonstrate knowledge and understanding of a busy office environment.

Preferred Qualifications

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.