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Senior Administrator

Inverness · Full time

Sometimes a problem inspires someone to create a solution. A solution becomes reality when passion, innovation and perseverance are included.

Our mission and purpose is to give people a year of their lives back by making it easy to get quality home services. We do this by providing all the home services that anyone could ever need at the few clicks of a button through our digital platform.

At toolsoup, we think big and are driven by solutions. We build products that customers love. We believe we have created a life-changing app, which will enhance the lives of the people who use it. As a start-up, we are still developing our processes and constantly improving what we do. The one thing that will remain our priority is our people. We encourage our employees to grow, be innovative and help us create a company that people will be proud to work for.

Overview and purpose

We require an enthusiastic, energetic and adaptable individual to join our growing team. The primary purpose of the Senior administrator is to provide proactive support to our online digital platform in accordance with toolsoup’s business needs.

This role will be key in establishing and building our administrative and organisational processes to enable our people to focus as much time as possible on our customers and users of our digital platform

This role will enable the company to meet our customer, product and business goals by providing a high level of support to our CEO, senior team and product teams

This role will provide a high level of office and administrative management by being able to function professionally across the company and with all stakeholders

Our platform has been developed using Microsoft technologies. This will be a varied role, which may require someone to work on several initiatives at one time.


Key Responsibilities 

  • Establish and maintain our administrative and organisational processes and procedures
  • Spend management
  • Administrative and office function supplier contract negotiation & management
  • Support CEO, senior team and product teams with admin tasks
  • Office & administrative management duties
  • Copy writing for company app, website and social media sites
  • Enable best practice in administration and office management
  • Communicate on behalf of our CEO, both written and verbal when required
  • Write reports, spreadsheets, presentations and infographics
  • Setup and maintain our filing/cloud data storage along with document retrieval, retention and deletion policies
  • Advise and support the CEO on company secretarial matters and liaise with lawyers, accountants, pension org, board of directors, HMRC amongst others
  • Calendar and meeting management
  • Support the integration and use of processes and innovation within the product
  • Travel management including overseas in line with company growth plan
  • Coach and mentor administrators to enable their progress and growth
  • Use and maintain administrative and business metrics and data

Technical and Person Specification 

  • Qualified to degree level
  • Experience of office management and organisational systems
  • Experience of writing copy for website blogs and social media sites
  • Deep understanding and knowledge of senior administrative tasks
  • Experience of office 365, MS teams, dropbox or similar, azure or similar cloud facility
  • Experience of Lucidchart, Piktochart, Basecamp, Trello, Aha! – desirable
  • Experience of analysing data from app and analytic tools
  • Demonstrated ability to work with senior team

Person specification

  • Strong written and verbal communication, and interpersonal and relationship management skills
  • Strong organisational skills
  • Confident, professional and trustworthy with company confidential matters
  • Strong emotional intelligence
  • Can work at strategic level
  • Can work effectively with ambiguity in a fast-developing environment
  • Strong report writing and presenting skills
  • Strong attention to detail
  • Strong desire to grow and learn new technology and skills
  • Quick learner and agile multi-tasker must demonstrate proactive initiative and ability to think critically
  • Resolute and persistent
  • Problem solver
  • Happy and content working within a small company and team
  • Flexible and able to work on a standalone project

Key success factors

  • Sustainable platform growth
  • Design and produce effective administrative system and processes
  • Design and produce effective filing system
  • Hit business goals
  • Feedback and customer engagement rates
  • Maximise customer success through customer surveys and scores
  • Amount of relevant and published copy produced
  • Produce timely relevant data analytics reports
  • Improve effectiveness of CEO and senior team
  • Production of timely executive and board reports

Didn’t see what you were looking for?

We’re always on the lookout for new talent, so feel free to get in touch to discuss future roles.

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