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