Administration Assistant

Caledonian Maritime Assets Limited; Port Glasgow; On-site; GBP 40,000 - 60,000; Full time

Job summary

A maritime services company is looking for a full-time Administration Assistant for a 12-month fixed-term contract in Port Glasgow. The role involves supporting various administrative functions, including client interaction, handling correspondence, managing office supplies, and providing organisational support. A motivated individual is sought with strong organisational skills and proficiency in MS Office. Join a dynamic team with attractive benefits, including generous holiday allowance, pension scheme, and opportunities for skill development.

Benefits

Generous holiday allowance of 30 days

Defined benefit pension scheme

Employee Assistance Programme

Ferry travel pass for family

Life assurance and optional healthcare scheme

Qualifications

• Proven administrative qualities and a team player.
• Ability to work with limited supervision.
• Experience in handling complex processes.

Responsibilities

• Monitor incoming telephone calls and take relevant action.
• Organise visitor hospitality and manage an enquiries inbox.
• Order office supplies and assist in travel arrangements.
• Log and submit Director expenses.

Skills

Excellent organisational skills

Proficient in MS Office products

Attention to detail

Customer-focused attitude

Job description

Caledonian Maritime Assets Limited (CMAL) owns ferries, ports and harbour infrastructure necessary for vital ferry services serving many communities throughout the West Coast of Scotland, Clyde Estuary and the Northern Isles. We aim to provide efficient, cost-effective and safe vessels, harbours and associated port infrastructure for operators, communities and users in and around Scotland.

An exciting opportunity has become available for a full-time, 12-month Fixed Term contract Administration Assistant to cover a period of Maternity Leave and join the Caledonian Maritime Assets Ltd team based in Port Glasgow, Inverclyde. The role will support all aspects of this busy organisation, but will primarily be a Corporate Services function.

The role

Working within a small, friendly team and reporting to the HSE Manager, you will be responsible for

• Monitoring incoming telephone calls and taking relevant action.
• Acting as the first point of contact for meeting and greeting clients, and organising visitor hospitality.
• Opening mail daily, maintaining the mail register and distributing the same (mail and email).
• Monitoring enquiries inbox and taking relevant action.
• Monitoring office supplies and ordering of the same.
• Organising travel and accommodation as required for colleagues.
• Logging and submitting Director expenses (Personal and Company Credit Card) as required.
• General administration functions, including but not limited to filing, scanning, photocopying, etc.
• Ensuring that meeting rooms are prepared and in a clean and tidy state.
• Working with and standing in for the Office Coordinator in times of absence.
• Managing a range of tasks and demanding timelines.
• Working with spreadsheets & databases.
• Managing complex processes while keeping parties informed.

Who are we looking for?

We are looking for a motivated, professional, and friendly team member with

• Excellent organisational skills and proven administrative qualities.
• A team player who is innovative and flexible with the ability to work with limited supervision.
• Proficient in MS Office products, including Word, Outlook and Excel and general IT competence.
• Attention to detail and ability to multitask in a busy team environment.
• A customer-focused attitude whilst presenting a positive first impression of CMAL to all third parties.
• A high degree of accuracy and confidentiality.

What’s in it for you?

You will be joining an experienced team in a rewarding, evolving working environment within a future-focused organisation.

• An attractive salary (placing on salary scale dependent on experience).
• A generous holiday allowance of 30 days annual leave plus 8 public holidays per year.
• A defined benefit pension scheme based on your final salary.
• Access to an Employee Assistance Programme.
• A ferry travel pass for yourself, spouse/partner, and dependents.
• Life assurance and an optional healthcare scheme.
• A commitment to helping staff to develop their skills through training and professional qualifications.
• A range of company policies that reflect our commitment to creating a positive work-life balance for all our employees.

The work environment

Our head office is on the Clyde Estuary in Port Glasgow and offers a modern working environment with excellent road and public transport links. Our port infrastructure is spread across the west coast and the islands of Scotland. The primary responsibilities of the role will be undertaken during office hours, Monday to Friday, 08.30–17.00, at our Port Glasgow head office.

How to apply and further information

Please refer to the full job description:

To be considered for this role, please forward a tailored CV (of no more than three pages) along with a covering letter explaining why you meet the requirements for this role.