What’s the Opportunity
We have an opportunity for a proactive Administrator to join the Bristol office. This is a very busy and varied new role and ideal for someone who thrives in delivering a high level of support within a dynamic and driven team.
You will be working closely with the Office Partners as well as the wider Bristol teams and business. Due to the nature of this role you will be office based.
What you need to do to be effective in this role
* Establishing yourself as a key central contact within the office
* Supporting the facilities management aspects of the office, maintaining compliance records & notice boards, liaising with the wider business on compliance issues and ensuring our teams are aware of key information and changes
* Assisting with bids and marketing brochures
* Supporting with administration of orders & invoicing, devising & maintaining filing systems for the office etc
* Maintaining a safe and comfortable working environment for our teams and their guests
* Raising and managing invoicing and liaison with clients over payment.
* Provide administrative support to the key leaders of the Bristol office, and members of the wider senior team as required:
o Managing inboxes – sorting & responding to emails as appropriate, highlighting items for urgent attention and fielding speculative approaches
o Processing expenses and corporate expenditure
o Meeting and greeting internal & external guests at all levels of seniority
* Producing documents, reports and briefing papers – preparing hard and soft copy packs as required and in line with meeting schedules ensuring all correspondence and documents that are produced are accurate, grammatically correct, error free and comply with the company’s style
o Minute and action taking in meetings, and sharing post meeting as required
o Providing extensive diary management, ensuring that current organisational priorities are understood to ensure diaries are aligned and prioritised against the business needs
o Organising meetings and events, coordinating with clients, suppliers and other parties and ensuring that the logistics are in place and that everything runs smoothly
* Be flexible to support the changing priorities of the business, the team and particularly the key leaders.
* Provide confidential project support, ensuring that governance and actions are managed, and that the relevant stakeholders are well supported and managed
The skills and experience you need to have for this role
* Be confident in communicating and working with people of all levels across the business
* An energetic character, with the ability to uplift, engage and motivate our teams creating positive experiences and impressions
* Wellbeing focused – with a willingness to become (if not already) a Mental Health First Aider & First Aider
* A proactive approach, with the ability to pre-empt the needs of the managers you support and allow them to focus solely on the tasks in front of them
* A naturally organised approach, with the agility and ability to manage multiple inboxes and balance multiple challenging diaries
* An ability to maintain a high level of confidentiality and trust
* A good working knowledge of facilities management and the construction/property industry would also be advantageous, but not essential
* Strong Microsoft Office skills, notably Word, PowerPoint & Excel, and an ability to work with high attention to detail, particularly in report writing, minute capturing and written communication
* Experience of invoicing processes.