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
1. Aiding with accountants and auditors at year end
2. Requesting journals to be processed when necessary
3. Checking Perceptive AP invoices, tying together with PO's & delivery notes and then coding appropriately
4. Checking and approving Perceptive AP invoices and CM's under US$10k
5. Checking VAT return for DBS
6. Requesting urgent payments via Snow tickets where necessary (payroll and other urgent payments)
7. Preparing the payroll journal for DBS to enter
8. Opening and closing new periods on Day 1 for Cost Accounting/Inventory in Oracle
Admin related
9. Monitor and update insurance, first aid, and fire Marshall certifications, ensuring timely renewals
10. Manage supplier and customer updates, raise tickets, and track completion using internal systems.
11. Onboarding new customers and suppliers, maintaining compliance with company processes
12. Handle queries from suppliers and customers, liaising with other teams to provide accurate responses.
13. Check and maintain Government Gateway information (VAT, PAYE, and tax notices)
14. Support part time office employee
15. Support general office needs, including ordering supplies and ensuring stock levels
16. Renew contract for utilities(electric, gas) recommend new suppliers as needed
17. Manage multiple email inboxes, keeping them up to date and organized
HR related
18. Track and record staff absences(sickness and holiday)
19. Enter and verify payroll data in collaboration with FMP Global
Health & Safety related
20. Conduct office risk assessments and maintain an up to date health and safety policy
21. Oversee documentation for authorized forklift drivers and other safety-related updates
Other Ad Hoc Duties
22. Submit WEEE reports promptly
23. Provide support to ensure smooth order processing during staff absences
24. Ensure relevant invoices are directed to appropriate teams
Requirements
25. Office management
26. Can work in the office Monday - Friday, 9am - 5pm
27. Administration
28. Data entry
29. Customer engagement and communication skills
30. Ability to work with different platforms (Zen Desk and ERP are two examples)
Job Title: Office Administrator
Location: Bristol, UK
Job Type: Contract
Trading as TEKsystems. Allegis Group Limited, Maxis 2, Western Road, Bracknell, RG12 1RT, United Kingdom. No. 2876353. Allegis Group Limited operates as an Employment Business and Employment Agency as set out in the Conduct of Employment Agencies and Employment Businesses Regulations 2003. TEKsystems is a company within the Allegis Group network of companies (collectively referred to as "Allegis Group"). Aerotek, Aston Carter, EASi, Talentis Solutions, TEKsystems, Stamford Consultants and The Stamford Group are Allegis Group brands.