Description
Job Title: Office Administrator
Location: Bristol (Office based, Monday-Friday 9am - 5pm)
Contract Type: Full-time, 6 month contract (with expectation for a contract-to-permanent transition)
About the Role
We are seeking a proactive and organized Office Administrator to take charge of essential administrative, compliance, and office management tasks. As the backbone of our small and dynamic team, you'll ensure smooth day-to-day operations while providing support for sales and HR-related functions.
Key Responsibilities
Finance related
* Aiding with accountants and auditors at year end
* Requesting journals to be processed when necessary
* Checking Perceptive AP invoices, tying together with PO's & delivery notes and then coding appropriately
* Checking and approving Perceptive AP invoices and CM's under US$10k
* Checking VAT return for DBS
* Requesting urgent payments via Snow tickets where necessary (payroll and other urgent payments)
* Preparing the payroll journal for DBS to enter
* Opening and closing new periods on Day 1 for Cost Accounting/Inventory in Oracle
Admin related
* Monitor and update insurance, first aid, and fire Marshall certifications, ensuring timely renewals
* Manage supplier and customer updates, raise tickets, and track completion using internal systems.
* Onboarding new customers and suppliers, maintaining compliance with company processes
* Handle queries from suppliers and customers, liaising with other teams to provide accurate responses.
* Check and maintain Government Gateway information (VAT, PAYE, and tax notices)
* Support part time office employee
* Support general office needs, including ordering supplies and ensuring stock levels
* Renew contract for utilities(electric, gas) recommend new suppliers as needed
* Manage multiple email inboxes, keeping them up to date and organized
HR related
* Track and record staff absences(sickness and holiday)
* Enter and verify payroll data in collaboration with FMP Global
Health & Safety related
* Conduct office risk assessments and maintain an up to date health and safety policy
* Oversee documentation for authorized forklift drivers and other safety-related updates
Other Ad Hoc Duties
* Submit WEEE reports promptly
* Provide support to ensure smooth order processing during staff absences
* Ensure relevant invoices are directed to appropriate teams
Requirements
* Office management
* Can work in the office Monday - Friday, 9am - 5pm
* Administration
* Data entry
* Customer engagement and communication skills
* Ability to work with different platforms (Zen Desk and ERP are two examples)
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