Administrator - VR/02622 Dyce   £negotiable.

Our client based in Dyce is currently seeking an Administrator on a permanent basis. Candidates must offer previous experience working within a busy office environment, ideally in a procurement team. The successful candidate will also offer strong IT skills.

Job Brief

Job Description: Business Services Assistant (Incorporating Procurement) 

Reporting into the Executive Assistant this newly formed role provides general business administration and procurement support to the business.

Based within an office environment undertakes reception duties which include answering and directing incoming calls to relevant members of staff and to ensure visitors are greeted promptly on  arrival.

Ensures that all incoming and outgoing mail is processed effectively. 

Ensures that Customer and/or suppliers visits to the Aberdeen facilities (which may periodically involve the reservations of Hotel accommodation and some travel arrangements) are co-ordinated effectively.

Organises and provide refreshments for meetings as and when required.

Ensures that Directors, Managers and staff are effectively supported with administration services such as, but not limited to, organising travel or travel visas, data input and ensure timely production and completion of documents on request (Word, Excel, PowerPoint). 

Ordering, monitoring and maintaining an adequate level of office    supplies.

Assist in general HR duties as required complying with company policy ensuring strict confidentiality at all times.

Provides assistance in the generation of general internal communications including the processing of received communications.       

Procurement:                                            

Provides general administrative support to the Procurement team as required.   

Generates system (SAP) purchase orders for and on behalf of the business as required.

Assists in the supplier selection, accreditation and selection process.

Assists in the maintenance of the Supplier Approval process and data base.

Assists in dealing with all internal and external queries that may arise in the day to day activities of the Procurement Team.

Obtains quotations from suppliers for goods and or services as required.

Assists in the compilation and timely issue of contractual documentation to suppliers.

Assists in the control of the procurement and contract data base ensuring all contract review dates are monitored and maintained.

Assists in the performance monitoring of suppliers as required.

Assists in the Procurement Purchasing Card process and policies as required.

Assist with any invoice queries that may arise as and when required.

Perform other duties associated with the Business Service Administration and Procurement operations as may be required from time to time.

Holder of Hotel Buyer Card Premier Inn

Holder of Purchasing Card Core Competencies.

Ability to work under pressure and to tight deadlines.

Strict confidentiality when dealing with commercial, sensitive information and situations.

Gather facts and figures, monitor self and others and achieve goals in a timely and factual manner.

Work to a high specification in order to improve and maintain quality.

Be alert to changing situations, show flexibility in approach, adaptability in difficult circumstances and continuously strive to achieve a result.

Ability to meet people, maintaining goodwill and creating a good impression.

Ability to grasp the systems used by the business in a timely manner.

Good communicator skills with a positive, enthusiastic and outgoing disposition.

Ability to work within procedures on job aspects which may deal with facts, standards and quality.

Able to demonstrate a flexible, accommodating and helpful approach.

Qualifications/Experience:

Office or Business studies certificates or diplomas or suitable experience within an office environment.

Experience of handling day to day office activities, including the production of Word, Excel and PowerPoint documentation.

Strong IT skills including Word, Excel and PowerPoint.

Knowledge and understanding of office procedures. 

Job Reference:   VR/02622

• Print