Administrative Assistant

Administrative Assistant

Location: Montrose
Contract: 12 Months
Working Pattern: Monday to Friday, office-based (5 days per week)

About the Role

We are currently recruiting for an enthusiastic and friendly Administrative Assistant to join a busy office environment in Montrose on a 12-month contract.

You will be based at the front of the office, acting as one of the first points of contact for visitors and employees. Alongside providing a warm and professional reception service, you will support the wider team with day-to-day administration and facilities coordination.

We are looking for someone who is outgoing, approachable, organised and confident communicating with people at all levels.

Key Responsibilities
Reception & Front of House

• Welcome visitors and provide relevant information, including health and safety inductions.
• Answer incoming telephone calls, transfer calls and ensure messages are passed on promptly.
• Arrange visitor access, including gate and door entry and visitor badges.
• Receive, sort, distribute and dispatch incoming and outgoing post and packages.

Meeting & Event Coordination

• Manage meeting room bookings and availability.
• Organise and prepare meeting rooms, venues and relevant documentation.
• Arrange catering and refreshments for meetings and events.
• Coordinate transport arrangements for visitors and employees when required.

Office & Facilities Administration

• Monitor and maintain office supplies, stationery and general inventory.
• Maintain facilities and plant maintenance records and documentation.
• Liaise with cleaning, security and maintenance service providers.
• Provide general office support, including filing, printing and document management.

General Administrative Support

• Process purchase requisitions and receive purchase orders.
• Ensure relevant documentation is accurately stored and maintained within the Document Management System (DMS).
• Upload documents and maintain document revisions.
• Assist with reports and general reporting requirements.
• Communicate important messages and information to the wider team.
• Provide holiday cover and additional support to the Administration Team when required.
• Undertake any other reasonable administrative duties as required.

Skills & Experience

• Previous experience in an administrative or reception-based role would be advantageous, but is not essential as training will be provided.
• Good working knowledge of computers and Microsoft Office applications.
• Friendly, outgoing and approachable personality.
• Strong communication and interpersonal skills.
• Well organised, with good attention to detail.
• Ability to manage multiple tasks and prioritise workload effectively.
• A professional and helpful approach when dealing with visitors, colleagues and external contacts.
• Relevant qualifications in administration or a related subject would be beneficial.

The Opportunity
This is a fantastic opportunity for someone looking to develop their administrative experience within a busy, professional office environment. You will gain exposure to different business functions while developing your reception, administration and facilities coordination skills.

INDFS