Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

Vacancy title Office Manager Function(s) Administration/Secretarial Contract type Full time permanent Region Scotland Location(s) Glasgow City Centre - Cubo Offices, Aurora Building, Bothwell Street (occasional travel to HMNB Clyde offices). Description

Office Manager

Glasgow with occasional travel to Clyde site.

We are looking for an Office Manager, based in our Cubo Offices in Glasgow City Centre, to support daily office operations and provide essential assistance to our project and office staff. Occasional travel to HMNB Clyde may be required depending on project needs.

The Office Manager plays a vital role in keeping the office running smoothly. You will support teams by managing day‑to‑day administrative tasks, helping colleagues stay organised, and ensuring that all office activity is efficient, well‑coordinated and disruption‑free.

• Coordinate the daily running of the office, ensuring administrative systems remain organised and up to date.
• Manage all incoming and outgoing post, including courier arrangements.
• Maintain filing systems so documents and information are stored clearly and can be accessed easily.
• Monitor office supplies and equipment, arranging repairs or replacements when needed.

• Support colleagues by arranging travel, accommodation and meeting logistics.
• Produce and update documents such as reports, letters, memos and spreadsheets using Microsoft Office.
• Assist with project‑related tasks, including gathering information and preparing data for review.
• Organise meetings and events, sending invites, preparing materials and taking/distributing minutes when required.

• Welcome colleagues, visitors and customers in a friendly, professional manner.
• Respond to phone calls, emails and general enquiries, passing them to the right person as needed.
• Prepare responses to routine correspondence.
• Handle all company and customer information discreetly and confidentially.
• Build positive working relationships across teams, departments and offices.

• Suggest improvements to administrative processes and ways of working.
• Support additional tasks or activities where needed to assist the wider team.

• GCSE level education or equivalent.

• Good organisational skills, with the ability to keep systems, information and tasks in order.
• Comfortable working with Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Clear and professional communication skills, both written and verbal.
• Ability to manage multiple tasks at the same time and prioritise effectively.
• Friendly and approachable, with confidence in interacting with colleagues, visitors and customers.
• Strong attention to detail, ensuring accuracy in documents, records and correspondence.
• Able to work independently or as part of a team when supporting wider office or project needs.
• Discreet and trustworthy in managing confidential information.
• Comfortable using standard office equipment and supporting basic troubleshooting (e.g., printers, scanners, conference rooms).