Administrative and Customer Support Assistant

Job Description

Job Description and Person SpecificationJob Title:Administrative and Customer Support AssistantReports to:Head of OperationsLocation(s): 10 South St. Andrew Street (primary location)Working Hours: Full time, permanent (09:00 - 17:00) (office-based)Salary: £20,000.00About UsStrathmore is a family-run business, and we have providedserviced offices in central Edinburgh for over ten years. More recently, we added a co-working space to our service offering. Our team managesfour buildings, and we help our customers find and setup a workspace which best suits the needs of their business and team.We are currently looking for aconscientious, dedicated and proactiveAdministrative and Customer Support Assistantto join our small team for a minimum period of 12 monthsfor maternity cover.Purpose of the RoleThe purpose of this role is to provide excellent customerservice and supportacross all our buildings. Administrative and Customer Support Assistantwill play an important role in providing efficient administrative support to the management team and supportingtheir day-to-day work. You will work closely withHead of Operations, and you will also provide ad hoc support to our Managing Director.Administrative and Customer Support Assistant will also oversee the daily management of the co-working space, assist with building management, and carry out any other duties as and when required.As a small and outgoing team, we are looking for an equally friendly and approachable individual to come on board. With a collective focus on long-term relationship building, it isimportant that you are a confident communicator, and displayreal willingnessto go the extra mile. Should a more challenging or complicated situation ever arise, we are looking for an individual who is able to approach and tackle this in an understanding, composed and positive manner.Please note that this role requires travelling between our four buildings.Responsibilities:Provide customer service and support across all our buildings

• Answer and transfer telephone calls.

• Monitor and manage the team inbox. Respond to general enquiries.
• Sort and distribute incoming mail, frank outgoing mail, and accept deliveries.
• Deal with day-to-day general meeting room management.
• Act as the main point of contact for our tenants and co-workers.

Provide administrative support to the management team

• Assist with onboarding/offboarding processes and other ad hoc projects.
• Manage and update records.
• Assist with creating co-working and meeting room subscription licences.
• Take inventory of suppliesand place orders as and when required.

• Create monthly reports (e.g., franking, secretarial services).

Oversee the daily management of the co-working space

• Open the co-working space and lounge following the opening procedures.
• Carry out regular walkarounds to ensure Strathmores standards are maintained.

• Monitor the desk booking system. Address any issues where possible or report to the management team if required.

Assist with building management

• Carry out regular walkarounds to check the state of the buildings (cleaning, maintenance).Where possible, tidy up meeting rooms if necessary.
• Liaise with our Handyman and Facilities Manager to ensure that any maintenance issues are being addressed in a timely manner.

• Organise cover for our cleaning team.
• Liaise with our window cleaning and waste management contractors.
• Monitor the door entry system to check for any issues.

Carry out any other duties as and when requiredPerson Specification

• Experience in an administration and/or customer support role

• Excellent communication skills with a customer first approach
• Strong organisational and time management skills
• Ability to multitask and prioritise your workload
• Ability to think ahead and take decisive action
• Ability to work independently as well as collaboratively within a team

• Great attention to detail
• Proficient in Microsoft Office (e.g., Word, Excel, Outlook)

Please provide your cover letter and CV. We look forward to hearing from you.