Administration Executive

Are you a switched on, resourceful and fast-paced Administrator looking for your next challenge? If you’re proactive, highly adaptable and keen to get stuck in, this is a fantastic opportunity to work with great people and play a pivotal role supporting a close knit, welcoming and passionate team in a professional services environment.

We are looking for an experienced Administration Executive to provide first class support to our Grid & Infrastructure and Forestry teams based at our office in Inverness, Scotland, to help deliver a high standard of service to clients with projects that shape rural Scotland.

From supporting client instructions and preparing reports, to co-ordinating diaries and financial administration, you’ll keep everything running smoothly behind the scenes. You’ll work directly with landowners, farmers and tenants, supporting land agreement negotiations and handling all related administration. It’s a varied position that calls for exceptional organisational skills, attention to detail and confident communication.

For this role, we welcome both full-time and part-time applications, and can offer between 25 and 35 hours per week, with Mondays and Fridays as core working days.

What you’ll be doing

Team Support and Financial Administration

• Managing incoming correspondence
• Preparing documents (terms, plans, reports, letters, memos, minutes, agendas etc.)
• Managing expenses, calendars, meetings, minutes and room bookings
• Providing project support (mapping, land registry downloads, electronic filing etc.)
• Maintaining databases and spreadsheets
• Meeting and greeting visitors/clients, setting up meeting rooms and arranging refreshments as needed
• Supporting travel arrangements
• Assist with collating information and research for reports
• Running financial reports, preparing invoices and chasing debtors whilst reporting to the Finance team regularly
• Supporting PR and business development initiatives
• Handling ad-hoc tasks and other duties as required
• Assisting with Anti-Money Laundering checks

Client Administration

• Setting up jobs and onboarding clients
• Managing client instructions for ongoing projects whilst assisting with enquiries and correspondence
• Supporting professional services work and preparing meeting packs
• Maintaining files for estate properties and staff
• Obtaining repair quotes and preparing contract instructions
• Assist with estate insurance amendments, renewals etc and other necessary paperwork

About You

• Previous experience within administrative roles
• Any previous experience working in a professional services business, or with property or rural land management would be highly advantageous
• Strong educational background including good Nat 5/Highers
• Highly organised and articulate with strong written and verbal communication skills
• Self-motivated and can rise to a challenge or timetable
• Flexible and 'can do' attitude
• Proactive in initiating and following through on tasks that are required
• Team player with a willingness to learn, a positive outlook and a good sense of humour
• Good numeracy for order books, budgets, invoicing
• Ability to remain calm under pressure and achieve deadlines
• Accuracy with particular attention to detail
• Ability to work with individuals at all levels
• Professional telephone manner
• An understanding of rural and agricultural affairs would be a bonus but is not essential

Why Bidwells?

We’re a different kind of business. Whilst we’re a major player in the property sector, Bidwells remains a privately-owned, independent Partnership, with an inclusive, entrepreneurial culture. We give our people autonomy and take the time to listen.

What’s in it for you

Competitive Salary: We recognise and reward talent. As a Real Living Wage employer, we’re committed to fair pay that reflects the true cost of living.

Comprehensive Benefits: Including up to 8% matched pension, private medical insurance, medicash plan, your birthday off work, additional wellness day, paid sabbaticals and lifestyle discounts and perks.

Professional Development: Continuous learning, study support and promotion opportunities.

Innovative Culture: Be part of a forward-thinking team at the forefront of industry trends.

Family Friendly: We offer enhanced family leave policies to support individuals close to you.

Work-Life Balance: We value your well-being and offer agile working to support it.

Bidwells is dedicated to fostering a truly inclusive culture of belonging, where everyone can thrive and succeed as their true and authentic selves at every level. We are committed to equal employment opportunity and positively encourage applications from all suitably qualified and eligible candidates regardless of race, sex, gender, gender identity or expression, disability, age, sexual orientation, transgender status, religion or belief. Flexible working requests are considered from day one.

Recruitment agencies: Bidwells only pay agency fees where we have a signed agreement in place and that agency has been contacted and directed by a member of our Talent Acquisition Team to work on a specific vacancy. We do not pay agency fees when speculative and unsolicited CVs are submitted to Bidwells or any of our employees other than via our Applicant Tracking System and through our recruitment process. If this is not adhered to, agency fees will not be paid. Submission of any unsolicited CVs or proposals to Bidwells will be deemed evidence of full and unlimited acceptance of this approach.