Office Assistant in Glasgow

We are hiring for an experienced and motivated Office Assistant to oversee our daily activities and support long-term strategies. The main goal of this role is to maximize efficiencies and drive growth to positively impact our employees, customers, and shareholders.

• To provide business administrative support to Linxon UK team
• To assist with ensuring the Linxon office/s operate efficiently and smoothly
• To manage office supplies inventory and place orders as necessary
• To receive/sort incoming mail & deliveries, and to manage outgoing mail
• Regularly familiarize and support implementation of office policies & procedures
• To support as required the Office Manager

Key Areas of Responsibility:

• Act as central point of contact for team queries re-directing as required
• Responsible for processing of New Starters (not exhaustive)

• Recording of laptop/IT set up/mobile phone/PPE
• Arranging equipment collection for new starter
• Updating of email distribution list
• Update Leave Management System
• Liase with hiring manager to ensure new starter has correct access
• Drafting of new starter announcements

• Tour of office or support with Induction and Office pass information
• Scheduling various department inductions (e.g. HR, Finance, etc.)

• Arranging for return of Linxon belongings (laptop/mobiles)
• Updating of email distribution list
• Update Leave Management System
• Cancelling company credit cards

• Stationery/ Branding
• Business cards
• Sundry supplies

• Dealing with post & deliveries for Linxon office
• Updating of Competency database
• DBS / RTW records collating for auditing
• Maintain accurate asset register (IT/Mobiles)
• Co-ordinate the booking of meeting rooms
• Local Linxon point of contact for Linxon team
• PP support when required

Typical KPIs:

• Ensure all new starters are onboarded and receive their IT equipment on time
• Accurate recording of annual leave
• DBS checks for team to always be at 100%
• Have a positive working relationship with suppliers and stakeholders
• Maintain Annual Leave database
• Maintain stock records

Other Position-Specific Characteristics:

• Have a can-do attitude
• Can work calm under pressure
• Good attention to detail
• Can build positive working relationships
• Pride themselves on providing excellent customer service

Experience Required:

• Relevant experience in a similar administrative role
• Excellent organizational skills
• Excellent verbal and written communication skills
• Good time management skills
• Excellent IT literacy – systems ideally Oracle and MS Office
• Ability to understand and implement business processes
• Able to prioritize own work schedule/work without direct supervision
• Systems orientated with a focus on detail

Formal Education and Training Required:

• Business administration qualification or qualified by experience

About Linxon:

Shaping energy solutions to empower sustainable connectivity. We combine Hitachi Energy’s deep technological knowledge and Atkins Realis’s project management expertise to create a company dedicated to substations – we are Linxon. Linxon’s vision is to deliver the best market offering for turnkey substation projects through world-class power technologies and delivering the highest level of competence in managing infrastructure projects. As a leading engineering company, we help our customers with turnkey substation solutions in the field of power transmission, renewable energy and transportation. In this role, you will have the opportunity to be part of a new company as it evolves and help shape it for the future. If you like new challenges, have an entrepreneurial spirit and are interested in working with other motivated professionals with expertise in the Substations EPC business, then this is the new opportunity for you.