Receptionist/Administrator in Aberdeen

Petrofac is a leading international service provider to the energy industry, with a diverse client portfolio including many of the world’s leading energy companies. We design, build, manage and maintain infrastructure for our clients. We recruit, reward, and develop our people based on merit regardless of race, nationality, religion, gender, age, sexual orientation, marital status or disability. We value our people and treat everyone who works for or with Petrofac fairly and without discrimination.

The world is re-thinking its energy supply and energy security needs; planning for a phased transition to alternative energy sources. We are here to help our clients meet these evolving energy needs. This is an exciting time to join us on this journey. We support flexible working requests and have adopted a hybrid approach for most of our office-based roles. We ask employees to be present in the office at least three days per week.

KEY RESPONSIBILITIES:

• Provides day-to-day front of house support and administration in relation to reception and facilities services in relation to both onshore/offshore operations.
• Assists with the administration and management of Office Services contracts.
• Mail, sorting and distributing and franking and dispatching of all outgoing mail plus other mailroom duties.
• Creating and administering security ID passes.
• Maintain all stationery supplies and ad-hoc ordering.
• Administer room booking, fault reporting and deal with internal queries and requests.
• Greet all visitors and clients as soon as they arrive and connect them with the appropriate party.
• Answering, screening and forwarding incoming phone calls.
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges).
• Perform other administrative duties as may be required.
• Maintaining office systems such as car parking system and seating plans.
• Ascertain what needs to be done with specific requests – redirect, refer to process, which service is required.
• Develop processes for tasks that don’t have one in place.

ESSENTIAL QUALIFICATIONS AND SKILLS:

• Proven work experience as a Front of House administration or similar role.
• Proficient in the use of Microsoft Office Suite i.e. Outlook, Excel & Word.
• Comfortable in customer service environment, and the ability to deal with people of all hierarchy levels.
• An awareness of relevant legislation for Health & Safety and Facilities Management is desirable.
• Good organisation/administration skills.
• Multitasking and time-management skills, with the ability to prioritise tasks.
• Ability to be resourceful and proactive when issues arise.
• Ability to be self-sufficient where necessary.
• Strong customer service skills and attitude.
• Professional attitude and appearance.
• A self-starter who requires minimal supervision.
• Ability to develop close relationships throughout the organisation.