Office Administrator

Job Title: Office Administrator

Location: Bristol head office

Role overview:

The Office Administrator / Receptionist is the central point of contact for the regional office, responsible for the smooth day-to-day running of all administrative, front-of-house, and office support functions.

This role operates with a high level of autonomy and ownership, ensuring the office environment is professional, organised, and fully functional at all times, while providing essential administrative support to both office and site-based teams.

Role Scope:

• Act as the first point of contact for all visitors, staff, and external stakeholders
• Take full ownership of office administration and operational organisation
• Maintain efficient systems for document control, filing, and data management
• Support site teams with administrative requirements
• Ensure the office environment is professional, organised, and fully operational

Key Internal/External Relationships:

• Internal: Office staff, Site teams, Directors
• External: Clients, visitors, suppliers, contractors

Key Responsibilities

1. Front of House & Office Coordination

• Deliver a professional and welcoming front-of-house experience
• Manage visitor access, sign-in processes, and meeting arrangements
• Handle incoming calls, enquiries, and correspondence efficiently
• Maintain meeting rooms, reception area, and overall office presentation
• Organise refreshments, lunches, and hospitality for meetings
• Receive and distribute deliveries and post
• First Aid and Fire Marshal duties
• Schedule maintenance repairs and inspections, keeping an up-to-date maintenance schedule with costs and repairs
• Maintain records of maintenance activities, service contracts and compliance documentation for internal and external audits
• Assist with Health & Safety procedures and compliance requirements for internal and external audits
• Support emergency preparedness and business continuity procedures

2. Office Administration & Operations

• Take ownership of all office administrative processes
• Manage diaries, meeting bookings, and room scheduling
• Coordinate couriers, post, and document distribution
• Order and manage office supplies and consumables
• Support onboarding processes (e.g. desk setup, access, building access etc)
• Maintain office systems, trackers, and internal records
• Carry out general administrative duties including typing, printing, photocopying, and document binding
• Provide refreshments and coordinate catering for meetings as required
• Ensure all data input and record-keeping is accurate, up to date, and well organised
• Undertake additional ad hoc administrative tasks to support the wider team and office operations

3. Health, Safety & Compliance

• Work in line with company policies and procedures
• Ensure compliance with data protection and document security standards
• Support health & safety documentation processes where require

Company Expectations

• Work collaboratively and support wider business operations
• Maintain professionalism and uphold company standards
• Comply with all company policies and procedures
• Contribute to continuous improvement across the business