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- Tasks: Be the friendly face of our office, managing calls, mail, and supporting team operations.
- Company: Join a rapidly growing corporate team in Stirling, dedicated to success and innovation.
- Benefits: Enjoy a dynamic work environment with opportunities for growth and development.
- Why this job: Perfect for those looking to kickstart their career in a supportive and engaging workplace.
- Qualifications: High school diploma required; experience in office admin and strong communication skills preferred.
- Other info: No travel required; great chance to learn about facilities management and office operations.
The predicted salary is between 28800 - 43200 £ per year.
Our corporate activities are growing rapidly, and we are currently seeking a full-time Facilities Assistant to support our team and office operations in Stirling. This position will work in a team to accomplish tasks and projects that are instrumental to the company’s success. If you want an exciting career where you use your previous expertise and can develop and grow your career even further, then this is the opportunity for you.
Responsibilities
- Serves as the front of house, first point of contact for our clients, vendors, and staff, working from the office reception desk, answering the main office phone and transferring calls, distributing accurate messages, coordinating incoming and outgoing courier and mail services.
- Assist in the coordination and organisation of meetings, events, and appointments.
- Inventory, monitor and maintain office, breakroom, and other supplies.
- Use internal facilities management software to manage planned and reactive maintenance tasks, keeping data current and accurate within tickets and overall database.
- Under direction of the Finance function, may support local invoice flow; responsible for receiving and managing all the coming invoices using internal finance/invoice management systems.
- Interacts with landlord and building management contacts to coordinate administration of building property and parking.
- Works with Facilities Management on desk and office assignments.
- Submit invoices and expense reports within allocated budget, escalating approval when necessary.
- Work with HR and IT to welcome and onboard new starters to the Stirling office.
- Develop and maintain strong relationships with service vendors to ensure efficient maintenance of building and grounds, value for money and consistently high standards.
- Under supervision, responsible for coordination of all health and safety procedures for a local office.
- Under direction of IT function coordinate management of office telephony needs, including mobile phones and printing services.
- Work closely with the Regional Facilities Manager to provide reporting and information for country budget planning for facilities-related costs.
- Assist the Regional Facilities Manager in property projects such as relocation, lease renewal and internal office moves and fit outs.
Qualifications
- High school diploma or equivalent.
- Good experience in office administrative services/office management.
- Basic knowledge of office management, Health and Safety, Risk Assessments and emergency procedures required.
- Knowledge of MS Word, Excel, and PowerPoint.
- Strong communication skills (both written and verbal).
- Excellent organizational and prioritization skills with a high attention to detail.
Travel: None
Office Assistant employer: Medpace
Contact Detail:
Medpace Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Office Assistant
✨Tip Number 1
Familiarise yourself with the facilities management software mentioned in the job description. Understanding how to navigate and use such tools will give you a significant advantage during the interview process.
✨Tip Number 2
Brush up on your knowledge of health and safety procedures, as this role involves coordinating these aspects. Being able to discuss relevant regulations and best practices will demonstrate your preparedness for the position.
✨Tip Number 3
Practice your communication skills, both verbal and written. Since you'll be the first point of contact for clients and vendors, showcasing your ability to communicate effectively will be crucial in making a positive impression.
✨Tip Number 4
Network with current or former employees in similar roles. They can provide insights into the company culture and expectations, which can help you tailor your approach when applying through our website.
We think you need these skills to ace Office Assistant
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in office administration and management. Emphasise skills such as communication, organisation, and attention to detail, which are crucial for the Office Assistant role.
Craft a Compelling Cover Letter: Write a cover letter that showcases your enthusiasm for the position and the company. Mention specific responsibilities from the job description that excite you and explain how your previous experience aligns with those tasks.
Highlight Relevant Skills: In your application, clearly outline your proficiency in MS Word, Excel, and PowerPoint. Also, mention any experience you have with facilities management software or invoice management systems, as these are important for the role.
Proofread Your Application: Before submitting, carefully proofread your CV and cover letter for any spelling or grammatical errors. A polished application reflects your attention to detail, which is essential for an Office Assistant.
How to prepare for a job interview at Medpace
✨Showcase Your Communication Skills
As an Office Assistant, you'll be the first point of contact for clients and staff. Make sure to demonstrate your strong communication skills during the interview by speaking clearly and confidently, and by actively listening to the interviewer's questions.
✨Highlight Your Organisational Abilities
This role requires excellent organisational skills. Prepare examples from your past experiences where you successfully managed multiple tasks or coordinated events. This will show that you can handle the responsibilities of the position effectively.
✨Familiarise Yourself with Facilities Management Software
Since the job involves using internal facilities management software, it’s a good idea to research common tools used in the industry. If you have experience with similar software, be sure to mention it during the interview.
✨Prepare Questions About the Role
Demonstrate your interest in the position by preparing thoughtful questions about the team dynamics, office culture, and specific responsibilities. This shows that you are proactive and genuinely interested in contributing to the company's success.
