Front of House & Administration Assistant

THE TEAM 

 At AAB we pride ourselves on providing everyone with an inspiring career opportunity. Our culture keeps the layers simple and the relationship personal. We know that our success is down to one thing, our people, and we make sure looking after our people is at the heart of everything we do. Does AAB sound like a good fit for you? We currently have an opening for an OSS Front of House & Administration Assistant to join our OSS team. 

THE ROLE

OSS Front of House & Administration Assistant – Dungannon

Role Overview:

We’re looking for a highly motivated and organised individual to join our team as Front of House for our Dungannon Office. This position is perfect for someone who takes pride in their work, enjoys being part of a team, and can also work independently with confidence and initiative.In this role, you’ll be the first point of contact for clients and visitors, ensuring a professional and welcoming experience, assist with the facilities and administration of the Dungannon Office. You will also assist with document processing for the wider group in line with our OSS Freshdesk that supports Group stakeholders with preparation of key documents various administrative tasks.At AAB, you’ll enjoy a balance of local responsibilities and cross-location collaboration. You’ll have the opportunity to grow your internal network, develop your administrative and communication skills, and contribute to a supportive and dynamic workplace.

Front of House and Facilities

• Act as the first point of contact for clients and team members, warmly and professionally representing the Group, and providing a courteous and prompt welcome to all visitors.
• Ensure all client and visitor needs are met to a high standard; maintain accurate visitor records via the Sign-In App, and issue appropriate security passes where required.
• Maintain a full understanding of meeting room hospitality arrangements, coordinating catering requests with service providers in a timely and accurate manner.
• Oversee the day-to-day operations of meeting rooms, including calendar management, preventing scheduling conflicts, and accommodating last-minute changes when necessary.
• Manage incoming mail by scanning, saving to InTapp, and sending document links to relevant team members.
• Process outgoing mail, including franking and preparing documentation for recorded or couriered deliveries.
• Respond promptly and efficiently to MoneyPenny enquiries.
• Liaise with contractors, cleaners, and maintenance providers to resolve equipment or facility issues quickly and effectively.
• Order and maintain office supplies, including stationery, couriers, taxis, and confidential waste collections.
• Serve as the first point of contact for team members on all office-related queries, ensuring smooth day-to-day operations.
• Maintain a record of cheques, take Visa Payments and manage the office credit card.
• Maintenance of Fire and Health & Safety procedures.

Administrative and Document Support (OSS Freshdesk)

• Produce high-quality documents — including letters, reports, proposals — using all Microsoft Office applications.
• Prepare and coordinate mail merges for local Business Units, ensuring accuracy and delivery to the appropriate destinations by required deadlines.
• Review all document content to ensure it is accurate, error-free, and compliant with brand guidelines and quality standards.
• Manage electronic signing processes of client documentation through DocuSign.
• Support with the preparation of expense and mileage claims in a timely and accurate manner.
• Collaborate with the Operational Support Team on ad hoc projects, process improvements, and new initiatives to enhance efficiency and service delivery.
• Provide general administrative and data entry support to the Office or Business Unit as required.

Key Skills and Attributes

• Excellent organisational and strong communication skills
• Excellent use of Microsoft Word, PowerPoint and Excel essential. Knowledge of Outlook and Teams is advantageous.
• Ability to multi-task, work under pressure and adhere to strict time pressures
• Attention to detail
• Ability to engage with a range of stakeholders

Role Requirements

• Experience in similar roles is essential
• An understanding of a professional services organisation is advantageous but not essential
• A proactive and positive attitude to problem solving and the ability to work independently as well as part of a team

Work Environment

• A collaborative office setting, with a focus on high standards of stakeholder/client service and compliance
• As a successful and evolving company, we’re always open to ideas and suggestions to enhance efficiencies