Administration and Office Coordinator

Administration and Office Coordinator - Tweetiepie Media

Draft Job Description

Overview

Tweetiepie Media is a forward thinking, digital marketing company who are based within
Aves Business Centre in Greenock.

Due to business demands, we are on the lookout for a proactive, friendly individual to join our team to coordinate & maintain the office as well as helping with marketing administration.

The Role

Tweetiepie Media is looking for an Administrative & Office Coordinator to join our growing team.

The role will undertake a full range of general administrative activities to support the team; including, but not limited to, handling all clerical tasks such as being the first point of call for clients entering the business centre, answering and redirecting calls, filing documents, organising room bookings, scheduling meetings and diary management, inbox handling, data entering, inventory of office supplies, light maintenance & cleaning within the centre and carrying out support activities on behalf of the marketing team.

The ideal candidate will be forward thinking and have a proven track record of learning quickly whilst on the job. The candidate will exhibit high standards, excellent communication skills, and demonstrate their ability to take charge, meet tight deadlines, as well as have the ability to take initiative, and prioritise daily tasks. These qualities are essential to ensure your success in this multifaceted role.

Key Responsibilities

● File management – updating and maintaining all files, ensuring documents are filed correctly and named in line with the business naming convention and the correct folder structures are adopted (both electronic and paper).

● Assisting in the day to day coordination of in-house and outsourced administrative services to include reception, hospitality and postal services.

● Assist in the management and coordination of meeting room requests as per the booking information, ensuring layout, functionality, equipment and catering is as requested.

● Assist in maintaining the reception, meeting rooms and other key communal areas to high standards of cleanliness and presentation at all times.

● Undertake general administrative and marketing research tasks that will support the wider needs of the business.

● Liaising with fellow team members on workload and ensuring deadlines are consistently met.

● Answering internal calls for other members of the team and others, taking and passing clear and concise messages in a proactive and timely manner.

● Responsible for managing priorities and workload to ensure deadlines are met and liaising with other team members where challenges arise.

● Responsible for onboarding new clients within our team management systems.

● Answering customer queries on behalf of our clients and following through with them to ensure a resolution is met - calling on the help of other team members as and when required.

● Aptitude for learning new software and systems

Essential Skills & Experience

● An effective communicator with the ability to liaise with internal and external stakeholders in a professional manner; striving to provide exceptional service at all times

● Good organisational skills and ability to manage own time effectively within a fast-paced environment

● Conscientious, taking personal responsibility for own work and accountability for its delivery and quality

● Positive can-do attitude with the ability to adapt to change
● Excellent attention to detail
● Customer/client service focused
● Proactive, professional and flexible approach to work
● Must have a willingness to learn
● Excellent team player, sharing team goals to provide excellent quality and efficiency of service, with a willingness to take on new responsibilities and challenges

Technical Skills

● Relevant office-based administration experience
● An aptitude for administration management and processes, with experience of working with document management
● Intermediate knowledge of Microsoft Office, Excel, Gmail, Google Drive

Tweetiepie Media is keen to hear from individuals who are looking to join an ambitious team and who would provide good support for the established team. If you feel this job role suits you, please reply to this advert with your CV and cover letter detailing what has attracted you to the role and how you feel you could bring added value to the team.

Proposed start date - April 2023 onwards

Job Type: Part-time
Part-time hours: 18 per week

Salary: From £9.50 per hour

Schedule:

• Day shift

Ability to commute/relocate:

• Greenock: reliably commute or plan to relocate before starting work (required)

Work Location: One location

Application deadline: 13/03/2023
Reference ID: Administration and Office Coordinator
Expected start date: 03/04/2023