Background:
Sports Labs is a global leader in sports surface testing, technology and consultancy, working across both community and elite sport. Founded in 1998, we have grown into an international business with our headquarters and specialist laboratory based in Livingston, Scotland. We are looking for an organised, proactive and professional Office Administrator to become a key part of our Livingston team.
The Office Administrator will act as the administrative hub for our Livingston headquarters, supporting colleagues across Field Testing, Laboratory, Innovation & Development and Consultancy. The role covers general office administration, diary and travel coordination, project admin support, facilities administration and client communication. You will work with people across the business and will regularly be one of the first points of contact for clients, suppliers and visitors.
Description of the role:
The Office Administrator will act as the administrative hub for our Livingston headquarters, supporting colleagues across Field Testing, Laboratory, Innovation & Development and Consultancy. The role covers general office administration, diary and travel coordination, project admin support, facilities administration and client communication. You will work with people across the business and will regularly be one of the first points of contact for clients, suppliers and visitors.
Office Administration
- Manage day-to-day office administration and support the wider Sports Labs team.
- Answer incoming telephone calls, emails and general enquiries and welcome and support with clients, visitors and suppliers.
- Prepare letters, documents, spreadsheets and business correspondence and maintain organised filing systems.
- Manage incoming and outgoing post, deliveries, stationery, office supplies, and equipment.
- Arrange meetings and assist with meeting administration.
- Track company accreditations and membership renewals and support associated documentation.
Team & Project Support
- Maintain diaries and coordinate meetings for managers and senior staff.
- Assist with staff availability, appointments, internal activities and operational administration during busy periods.
- Coordinate UK and international travel and accommodation where required.
- Track project progress and follow up outstanding information or documentation.
- Assist with preparing, checking and distributing reports and project documentation.
- Maintain accurate information within company databases, CRM and scheduling systems.
- Assist with quotations, purchase orders, invoices and project-related administration, including creating purchase orders under management guidance.
Facilities & Office Management
- Liaise with landlords, contractors, suppliers and service providers.
- Coordinate office maintenance, repairs and servicing.
- Assist with health & safety administration and relevant record keeping.
- Help maintain a clean, safe and professional working environment.
- Manage office access, keys, visitors and general security procedures.
- Coordinate equipment, IT requests and facilities issues with the appropriate providers.
Customer Service & Communication:
- Act as a professional first point of contact for clients, suppliers and visitors.
- Build positive working relationships across all Sports Labs departments.
- Handle routine enquiries and direct technical or commercial matters to the appropriate colleague.
- Maintain a professional image of Sports Labs through all written and verbal communication.
- Excellent organisation and time-management skills.
- Strong attention to detail and accurate data entry and record keeping.
- Confident telephone and email communication.
- Good Microsoft Word, Excel and Outlook skills.
- Ability to manage multiple priorities and deadlines.
- Professional and friendly manner.
- Ability to work independently and as part of a busy team.
- Discretion when handling confidential company, employee and client information.
- Proactive approach to identifying and resolving administrative issues.
Previous experience in an office administration, business support, project administration or office coordination role would be beneficial. Experience within a technical, professional services, engineering, laboratory or similar environment would also be advantageous, but is not essential. More important is someone who is organised, dependable, willing to learn and comfortable taking ownership of their responsibilities.
- Approachable, positive and professional.
- Enjoys helping colleagues and working across different teams.
- Takes ownership and follows tasks through to completion.
- Notices when something needs done and acts on it.
- Can confidently communicate with clients and suppliers.
- Remains organised when several things are happening at once.
- Comfortable learning new systems and processes.
- Wants to become an important part of a growing international business.
- Salary of up to £30,000, dependent on experience.
- Monday - Friday 8am - 5pm
- Full-time permanent position.
- Company laptop and necessary office equipment.
- Training and support from colleagues across the business.
- Opportunity to work within a growing international sports business.
- Varied role supporting projects across community and elite sport.
Pay: £25,420.00-£30,000.00 per year
Benefits:
- Free parking
- On-site parking
Work Location: In person
