Receptionist inAberdeen inAberdeen PUBLISHED 28 JUL 2024

ICR Integrity Ltd are looking for a Receptionist/ Administrator to join our team, based at our Aberdeen office.

The Receptionist/ Administrator will be the first point of contact within ICR to provide a professional and welcoming service to visitors, staff and clients when they arrive on site, and will be responsible for keeping an accurate record of all visitors, as well as directing and assisting with phone calls in a helpful manner and providing support to the wider business with other administrative tasks.

This position will be responsible for maintaining the Company’s Document Control Register and providing administration support to Business Unit Managers to maintain these documents, as and when required.

This position will report to our Executive Assistant.

The main tasks involved in the role will include, but are not limited to:

Reception –

• Welcoming and engaging visitors to the office, ensuring site inductions are carried out and recorded
• Dealing with incoming and outgoing mail
• Answering and directing calls
• Ordering of stationery and office consumables
• Raising Purchase Orders
• Ensuring kitchen areas are kept clean and stocked with basic supplies (tea / coffee etc.)
• Preparing meeting rooms in advance of meetings/training
• Ordering food and beverages for meetings/training
• Assisting the EA with other ad hoc office duties

Administration/ Doc Control –

• Support and maximise use of 1net across the ICR Group
• Ensure 1net is up to date and holds accurate information, ensure document control practices are implemented across Group
• Copying, scanning and storing documents
• Checking for accuracy and editing files
• Reviewing and updating technical documents (e.g. manuals and workflows)
• SharePoint super user for 1net, and ensure functionality of 1net improves following 1net upgrade project by working with project team

Key responsibilities:

• Ensuring visitors are looked after – signed in and any necessary inductions completed
• Setting up processes for ease of working
• Assist with the administration of Company security pass system for all staff
• Responsible for incoming and outgoing mail
• Support the ongoing maintenance of the meeting room calendars
• File documents in physical and digital records
• Create templates for future use
• Retrieve files as requested by employees and clients
• Manage the flow of documentation within the organisation
• Maintain confidentiality around sensitive information and terms of agreement
• Prepare ad-hoc report on projects as needed

Key skills, attributes and experience:

• Experience in similar role
• Familiar with aspects of office administration and coordination
• Great attention to detail
• Proactive attitude to work
• Professional and friendly outlook
• Ability to work to deadlines
• Willingness to take on additional duties
• Familiarity with Word, Outlook, PowerPoint, Excel
• SAP experience would be beneficial
• Document Control experience would be beneficial, but full training will be provided