Office Administrator 2025-05-22T09:46:27+00:00
Office Administrator
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Join INTOHEAT as an Office Administrator.
Main purpose of the role
The Office Administrator will provide proactive and efficient administrative support to the Office Manager, and Contracts Engineers. The postholder will assist with the running of the office to improve efficiency and cost effectiveness.
About the Role:
This job description outlines the key accountabilities of, and output required from, the post holder. It is not a definitive list, and the role may well change and evolve over time.
* Job Title: Office Administrator
* Reports to : Office Manager
* Location: Bristol H ead O ffice, BS35 3UT
Key Tasks & Responsibilities.
* First point of contact for office visitors (including hospitality) and telephone enquires; dealing with queries where able and forward detailed accurate messages
* Arrange internal/external meetings, including travel arrangements, management of attendees, minutes and follow up actions
* General administration: Up to date contact lists; prepare standard correspondence and documentation; filing manual and electronic, photocopying, scanning, printing of drawings, shredding and archiving; distribution of incoming and outgoing post
* Undertake Fire Marshall or First Aid training if required
* Implementing electronic purchase orders through the Contracts Department and eventually enrolling through other Company departments
* Collate relevant H&S risk and COSHH assessments, and O&M Manuals as instructed
* Assist Company Estimators in producing tender submissions and chase responses
* Assist the design team using various design software, CAD, PDF, etc.
* Establish and maintain an accurate equipment/plant ‘on-off’ hire schedule
* Review, develop and maintain company systems and procedures (computerised and manual) to meet the needs of the changing business
* Assist the Office Manager in standardising company documents and implementing new working structures to improve efficiency
* Comply with health and safety policies and arrangements, eventually working with the Office Manager to update company procedures and document templates
* Monitor and order stationary
* Undertake any other duties as required, commensurate with the level of the post
The above job description is a guide to the work you may be required to undertake but does not form part of your contract of employment and may change from time to time to reflect changing circumstances.
Knowledge and experience of:
* Working in a busy office
* Prioritising own workload
* Using MS packages (Word, Excel, and Outlook)
Skills and abilities
* Excellent written and verbal communication skills
* Ability to problem solve and direct enquiries, where appropriate
* Good organisational skills
* Ability to work independently
* Ability to work as part of a small team
* Keen to develop over a period of time with a willingness and ability to learn
Apply Today!
If you want to work for a company with great ambition and drive for excellence – Be part of our growth – Join INTOHEAT FACILITIES MANAGEMENT Ltd.!
Please complete our application form below, attaching your CV in the box provided to apply for this position.
Job Application
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* Your Name * First Last
* Your Email *
* Your Phone *
* Your Address * Street Address Address Line 2 City Postcode
* Do You Hold a Full UK Driving Licence? *
o Yes
o No
* Endorsements? *
o Yes
o No
* Please give further details (including dates): *
* Are you involved in any activity which might limit your availability to work or your working hours? (E.g. Local Government) If yes, please give full details. *
* Are you subject to any restrictions or covenants which might restrict your working activities? If yes, please give full details: *
* Are you willing to work overtime and weekends if required? *
o Yes
o No
* Please give any details of hours you would not wish to work: *
* Have you any convictions, including both spent and unspent convictions under the Rehabilitation of Offenders Act 1974? (A copy of the Company’s Equal Opportunities Policy and Disclosure and Disclosure Information Policy is available on request. These reflect the CRB Codes of Practice): *
* Have you ever worked for INTOHEAT before? *
o Yes
o No
* Please give further details: *
* Have you ever applied for employment with INTOHEAT before? *
o Yes
o No
* Do you need a work permit to take up employment in the U.K? *
o Yes
o No
* Secondary School Education (Please list attendance dates, examinations taken and results): *
* College / University Education (Please list attendance dates, examinations taken and results): *
* Further Formal Training (Please list attendance dates, examinations taken and results): *
* Please give details of membership of any technical or professional associations: *
* Languages Spoken: *Language Level of Competence
* Previous Employment: *Business Location Date of Employment Position Reason for Leaving
* How much notice are you required to give to your current employer? *
* Can we approach your current employer before an offer of employment is made? *
o Yes
o No
* References (Minimum of two required): *Name Company Position Telephone Number
* Interests, Achievements and Leisure Activities: *
* Supplementary Information (Past achievements, future aspirations, personal strengths): *
* How did you hear of this vacancy? *
* Upload Your CV Drop files here or Accepted file types: pdf, doc, dot, docx, dotx, docm, dotm, docb, wbk, Max. file size: 10 MB.
* I declare that the information given in this form is complete and accurate. I understand that any false information or deliberate omissions will disqualify me from employment or may render me liable to summary dismissal. I understand these details will be held in confidence by the Company, for the purposes of ongoing personnel administration and payroll administration in compliance with General Data Protection Regulations (GDPR) 2018. We will not share any information to any 3rd parties. I undertake to notify the Company immediately of any changes to the above details.Given the nature of the job to which I have applied, I understand that any offer of employment will be subject to information on my criminal record being disclosed to the Company by the Criminal Records Bureau. I have been given a copy of the Company’s Equal Opportunities Policy, which includes information relating to the recruitment of ex-offenders.
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o I confirm I have read and sign off the above declaration
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