Reception & Facilities Administrator - Springburn Facilities

Beam Suntory is Crafting the Spirits that Stir the World. Rooted in two centuries of family heritage, Beam Suntory has evolved into the world’s third largest leading premium spirits company ... where each employee is treated like family and trusted with legacy. With our greatest assets - our premium spirits and our people - we’re driving growth through impactful marketing, innovation and an entrepreneurial spirit. Beam Suntory is a place where you can come Unleash your Spirit by making an impact each and every day.

Reception & Facilities Administrator - Springburn Facilities

The following position is open in Springburn, Glasgow.

What makes this a great opportunity?

This is a great opportunity to join a dynamic team in a business with fantastic brands and ambitious growth plans. Meeting and greeting customers / visitors to our site and supporting the wider facility team on site, you will represent our brands and employees on a daily basis.

Role Responsibilities

• Keep the reception area maintained to a high professional standard and within Beam Suntory’s brand requirements
• Meet and greet all visitors to the Springburn site
• Answer calls and ensure that all calls are managed effectively and in a professional manner
• Sort, record, frank and post all external UK and overseas mail and parcels
• Sort, record, manage and accurately distribute incoming mail and parcels
• Support Quality department with customer complaints, mailing prepaid packaging and replacement bottles etc
• Update the list of expected visitors weekly and communicate to the relevant managers, canteen, and the gatehouse staff
• Process stationery orders for the company and check associated invoices for accuracy
• Ensure the stationary facilities are suitably stocked and tidy
• Keep both printer areas stocked and tidy
• Record, scan and email all paper invoices received to our accounts department in Madrid
• Check meeting rooms daily to ensure they are kept to a high standard, keep items stocked and in good order. Report any issues to the relevant departments
• Monitor meeting room bookings to maximise facilitation
• Update the ‘Our Voice’ communication portal daily and liaise with various departments for additional material
• Provide effective administration support to the Facilities Manager
• Support the Facilities manager with various ad hoc tasks/projects, as and when required
• Effectively communicate with external suppliers and contractors when required
• Raise and receipt purchase orders accurately and in a timely manner, using our SAP system
• Effectively record all invoices, quotes and supplier details accordingly
• Update and manage records of EHS Site Inductions
• Effectively communicate and liaise with various departments and colleagues on and off site
• Adhere to site rules and procedures and be fully compliant to all Company Policies
• Manage the staff shop professionally and efficiently, ensuring the shop and warehouse are sufficiently stocked. Cash up and provide reports to relevant departments as required. Order products from Edrington Beam Suntory and process internal orders to get stock from the warehouse. Carry out monthly stock takes ensuring any anomalies are investigated and rectified prior to processing any further transactions

Qualifications & Experience

Required Qualifications/Experience

• Excellent communication and interpersonal skills
• Ability to conduct self in a professional, friendly, and courteous manner always, to be an ambassador for Beam Suntory
• Strong organisational and time management skills with the ability to effectively prioritise tasks
• Great attention to detail, ensuring accuracy with all tasks
• The ability to work on own initiative, taking ownership for tasks, as well as work as part of a team
• The ability to problem solve with a positive ‘can do’ approach
• Proficient in the use of all MS Office packages including Outlook, Excel, Word, and PowerPoint
• Undertake a range of administrative duties with the ability to accept and understand instructions
• Work with tact, discretion and be respectful of confidentiality

Preferred Qualifications/Experience

• Experience of working with SAP system
• Previous experience in the drinks industry
• Scottish personal Licence holder or an alcohol licencing qualification
• Experience of working in a high-pressure environment with varying demands across different areas associated with the role

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At Beam Suntory, people are our number one priority, and we believe our people grow together in diverse and inclusive environments where their unique insights, experiences and backgrounds are valued and respected. Beam Suntory is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, military veteran status and all other characteristics, attributes or choices protected by law. All recruitment and hiring decisions are based on an applicant’s skills and experience.

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#Location: Springburn, Glasgow