Office Administrator

Not Specified

About the Team

Including this role, the Glasgow office is currently a team of 18, 7 of which are Partners and 3 of which are graduate surveyors. The wider team covers lease advisory, business rates, building consultancy and agency work. The successful candidate will provide a secretarial and administrative service to the Glasgow office.

Main responsibilities

  • Reporting to the Head of the Glasgow office, operational day-to-day responsibility for the effective performance of all support functions which support fee-earner activities.
  • First point of contact both for clients and within the Firm either by telephone; in writing or face-to-face.
  • General office administration, including but not limited to:

o ensuring timely receipt, distribution and allocation of incoming post;
o arranging meetings and supplementary catering and travel arrangements;
o ensuring bid documents, reports and all correspondence are dealt with and despatched in a timely and appropriate fashion;
o ensuring office contact details are regularly updated on our in-house database; and
o filing, photocopying, binding, organising and updating electronic diaries.

  • Financial administration on behalf of the office, including but not limited to:

o raising and recording invoices;
o ensuring timely and accurate issue of fee accounts;
o dealing with queries (internal and external); and
o ensuring timely completion of timesheets and expense claims.

  • Working in conjunction with central service departments, including: HR, Marketing, ICT and Finance.
  • Drafting of correspondence/reports under the direction of the fee earners concerned.
  • To work in accordance with the firm’s Quality Assurance, Environmental and Health & Safety procedures/policies.
  • Other duties commensurate with the position/the needs of the office.

About you

  • Fast and accurate typing (60wpm+)
  • Sound working knowledge of Word, Excel, PowerPoint and databases helpful
  • Experience in similar role is essential and having worked in a professional/partnership environment would be advantageous.
  • Well organised with an eye for detail and able to work to tight deadlines.
  • Mature, flexible, self-motivated with a real desire to deliver excellent customer service.
  • Excellent communication skills, both written and verbal.
  • Commitment to developing technical knowledge and understanding of the professional environment.

Salary and benefits

  • Salary: competitive based on market, professional experience and qualifications
  • Performance related staff profit share scheme
  • 26 days’ holiday, plus Bank Holidays and days at Christmas and New Year.
  • Pension scheme membership (after initial probationary period)
  • Life and Accident insurance
  • Group income protection scheme
  • Private Medical Insurance
  • Critical Illness Cover
  • Wellbeing Allowance
  • Access to Peppy for you and your partner
  • 1 paid volunteering day per year to help give back to our local communities
  • Interest Free Season Ticket Loan
  • Interest Free Rental Deposit Loan
  • Employee assistance programme
  • Enhanced maternity and paternity pay after two years’ service

Alongside our competitive compensation and benefits package we offer all our staff the ongoing opportunities to learn and develop, through in-house CPD sessions, further education support as well as internal and external training programmes. Gerald Eve encourage pro-bono work and volunteering as well as regular social and sporting activities to engage with all your colleagues. Your progression will be supported and guided by managers and mentors using a transparent framework so you can clearly see what you need to do to get to where you want to be.

Hybrid working and core hours
Our hybrid working policy outlines staff to be in the office for 3 days per week, with 2 days working from home. In our London offices, our desk booking app allows you to plan ahead, and book your desk up to 3 weeks ahead. We also offer great flexibility around our core hours, which are from 10.00 a.m. to 4.00 p.m. You can choose to start and end your day around these hours, provided you still do your 7.25 hours per day (e.g. 8.00 am – 4.30pm, 10.00 am – 6.30 pm). There is no requirement for this to be the same each day, but you are required to keep your manager informed. This position also involves out of hours working on an ‘as necessary’ basis.

We are open to considering flexible working arrangements for everyone; this can be discussed during the application process or upon commencement. The firm is an equal opportunities employer and applications from persons belonging to minority groups are encouraged.

Your personal data submitted and processed in relation to this job application will be stored and processed securely in accordance with our Data Protection policy. By submitting an application you are agreeing to your data being used, stored and processed for the purpose of recruitment. The terms and conditions of this appointment may be varied by the firm to meet business requirements and/or to meet changes in best practice or legal requirements.

Employment Type Permanent

Advertiser Type Agency