We’re looking for an extremely organised and efficient Office Administrator to join our brilliant team.

The right person will have fantastic attention to detail and be the administrative support rock to the team in our fast-paced and exciting business. You will ensure the smooth running of our offices and be the glue which makes our company a well-oiled machine. If this sounds like you, fire your CV over with a cover letter.

The job

This position entails liaising with everyone in the agency and offers the right person a chance to develop in the role and grow with the company. Your responsibilities will include a mix of office management, administration and team support.

You’ll be the friendly face at reception who welcomes our clients and visitors and the go-to person for ensuring each office has sufficient supplies and is maintained to a high standard.

We’re a self-sufficient bunch, but looking for someone who will proactively support our CEO in travel arrangements, booking meetings, pulling together slides etc.

This role holds a real mix of responsibilities, which makes the role varied and exciting, including:

Managing the facilities of our Glasgow, Edinburgh, Aberdeen and Manchester offices by liaising with our outsourced maintenance company.
Sourcing quotes from office suppliers and thereafter engaging and monitoring work or services.
Responsible for arranging couriers, stock control and ordering of stationery, catering supplies, water, and cleaning materials for all our offices.
Booking meeting rooms and helping to set them up if people are dialling in remotely.
Processing all incoming and outgoing mail and directing it to the relevant person.
Confidently communicating using various methods, e.g., in person, telephone, e-mail, and video meetings.
Support with event planning for clients and staff both on and offsite, organising hospitality, including food, accommodation, and travel bookings.
Supporting HR with induction and welcome packs for new staff and purchasing gifts for work anniversaries, birthdays, and ‘thank you’ rewards.
Handling and directing incoming calls with the highest standard of customer service.
Supporting our finance team with inputting supplier invoices on our Xero system supporting our Team Leaders with setting up new Client and Supplier details and ensuring new contracts are electronically signed on Adobe and filed on SharePoint.
Monitoring H&S risks – arranging all necessary repairs and inspections. Carrying out monthly/quarterly H&S checks & keeping all H&S records up to date.

The person

We’re looking for a multi-tasking ninja, who is highly motivated and confident in making decisions and loves looking for more efficient ways of working and implementing improvements.

You will have a professional but friendly approach with a ‘can do’ attitude and be a great problem solver.

The right candidate will be a whiz with Office 365, Outlook, Teams, Word, Excel, Adobe and PowerPoint.

The perks

We are a fast-paced independent agency, with a collaborative and supportive culture and a real emphasis on helping every member of our team achieve their potential. We value energy and commitment highly. If you’re the right person for this opportunity, you can count on:

Free fruit every day, free bar every Friday, and free pizza every month!
Generous annual leave entitlement including a day off for your birthday, a day off for charity work of your choice, and a half day for Christmas shopping
Company pension scheme
Life assurance
Cycle to work scheme
Season ticket/parking permit loan
Lots of social events throughout the year and a company-wide Summer and Christmas party
An open, dynamic, and collaborative working environment
The opportunity to work alongside and learn from some of the best in the business!
Coaching, training, and mentoring programmes, with support for professional memberships and study
The best colleagues you could hope for!

Our Glasgow office is based at the edge of the City Centre, across from Charing Cross station or a 20-minute walk from Glasgow Central or Queen Street train stations. We also offer on-street parking permit loans.

But enough about us. How about you? Interested? Of course you are! Click apply now to tell us why you should be the newest member of our team…

About BIG

Established over two decades ago, BIG Partnership has grown to become one of the UK’s largest and most successful independent marketing agencies, with more than 90 people working on over 300 clients across offices in Glasgow, Edinburgh, Aberdeen and Manchester.

We specialise in offering a fully integrated service to our clients, with core services that cover PR, design, digital and marketing. We work with businesses ranging from start-ups to some of the world’s biggest brands. Household brands, including Aldi, BP, Deloitte, Asda, The Macallan, Booking.com, RBS, Redbull, and Crown Paints, have entrusted their marketing and communication needs to us. This trust is reflected in our recent ranking for client satisfaction, where specialist consultancy, Relationship Matters, placed BIG among the top 20% of agencies globally for client satisfaction.

We are BIG on our people and culture. You’ll be working alongside colleagues who will happily go the extra mile for you because they know you would do the same for them. Independently conducted staff surveys show BIG boasts a supportive and positive work environment, with more than 90% of its staff viewing BIG as an employer of choice. This is probably why The Herald newspaper named BIG as having the Best Employee Culture in Scotland at their recent Employer of the Year awards in Glasgow.

We’re truly a values-driven organisation. A hallmark of our ethos is our focus on staff development and an open, supportive culture.

If you're interested in working with us, you can find our open vacancies on our website, and you can hear directly from our teams about our award-winning culture and what they love most about working at BIG.

BIG Partnership is committed to being an equal opportunities employer and we welcome applicants from all backgrounds.

Closing date: 12 June 2024