Job Title: Receptionist Administrator
 
Reporting to the Office Manager/Partners, you will support the wider team with reception, administration, and office coordination duties. This varied role requires a proactive approach, excellent organisational skills, and a commitment to delivering a professional and welcoming experience to clients and colleagues.
 
Location: Edinburgh Office (City Centre)
 
Job Summary: We are seeking a professional and highly organised Receptionist Administrator to provide essential front-of-house and administrative support within a busy professional services environment. Acting as the first point of contact for clients and visitors, this role is key to ensuring the smooth day-to-day operation of the office while delivering an exceptional standard of client service.
Working in a fast-paced environment, the Receptionist Administrator will support a range of office, client, and administrative functions, requiring strong communication skills, attention to detail, and the ability to manage multiple priorities effectively.
 
Hours: 36.75 hours per week (Mon-Thu 8.45am-5.00pm, Fri 8.45am-3.00pm)
 
Key Responsibilities:

• Welcome clients and visitors in a professional and friendly manner
• Manage incoming telephone calls, enquiries, and message taking efficiently
• Scan and distribute incoming mail and coordinate outgoing post
• Provide administrative support, including preparing correspondence, letters, and enclosures
• Maintain visitor logs, meeting room schedules, and boardroom diaries
• Update client records and prepare fee notes using Practice Management Software
• Support the smooth running of the office, including stationery and kitchen supplies management
• Prepare refreshments for visitors and meetings when required
• Liaise with suppliers regarding office facilities and maintenance
• Carry out Fire Marshal duties and support office health & safety procedure

Key Requirements:

• Previous experience in a busy reception or administrative role, ideally within a professional services environment
• Excellent written and verbal communication skills
• Strong organisational skills with the ability to manage competing priorities
• High level of attention to detail and accuracy
• Strong IT skills, including Microsoft Office applications
• A professional, client-focused, and approachable manner 

What We Offer:

• Competitive salary and benefits package
• Opportunities for professional development
• Career development and training opportunities
• Access to wellbeing and fitness resources
• Client and staff referral bonus schemes
• A supportive and collaborative working environment
• Workplace Pension Scheme

INDFS