Operations Administrator

2 weeks ago

City Of Bristol, United Kingdom Stripe OLT Full time

Join one of Bristol’s fastest-growing technology companies as an Operations Administrator. This role involves maintaining a well-organised and secure office environment and supporting various administrative tasks across the business. The ideal candidate is a proactive and experienced administrator with strong organisational skills and the ability to manage a busy, varied schedule. 


This is a permanent role in Bristol, with remote requirements covering our London office. The working pattern for this role is 4 days in the office and one day remote. This is a full-time, permanent role with a 6-month probation period.

 

Responsibilities 

 

Office Coordination: 

Office Operations and Maintenance: 

  • Oversee general maintenance and organisation of the office, ensuring a clean, safe, and functional environment 
  • Keep stock of office supplies  
  • Coordinate courier services, equipment returns, and physical post distribution 
  • Monitoring and triage of centralised mailboxes and helpdesk overflow calls 
  • Assist with onboarding and induction support for new employees 
  • Triaging Operations board and managing request escalations 
  • Support the scheduling and hosting of external visitors, ensuring a professional and welcoming environment 
  • Handle the management of workplace and car park rotas, ensuring efficient use of resources and space 
  • Diary support for leadership team 

Security and Asset Management: 

  • Ensure office security processes are followed, including alarm testing and access control 
  • Ensure the security and integrity of office resources and equipment, maintaining the asset register  

 

Procurement and Payables 

Meeting and Travel Coordination: 

  • Manage external meeting room bookings, such as for Quarterly Business Reviews (QBRs) 
  • Coordinate travel and accommodation arrangements for staff 

Expense Support: 

  • Process monthly expenses, facilitating timely submission 
  • Handle account reconciliations, ensuring all transactions are accurately recorded 

Accounts Payables Support: 

  • Supporting purchasing activities, including ordering supplies  
  • Reconcile purchase invoices with orders and liaise with suppliers to resolve any discrepancies 
  • Organise office lunches and other related events as needed 
  • Liaise with approved vendors for office maintenance and service requirements 

 

Sales and Receivables 

Accounts Receivables Support: 

  • Monthly aged debt recovery, including liaising with clients to ensure timely payments and escalation of finance queries. 
  • Oversee payment receipt allocations and direct debit management. 
  • Upload of invoices for specified clients  
  • Perform monthly reconciliations 

Sales Team Support: 

  • Amend records on Microsoft Dynamics when requested  
  • Prepare and send proposals to clients and prospects via DocuSign 
  • Proactively maintaining client facing documentation  
  • Handle supplier and due diligence questionnaires, ensuring compliance with client and prospect requirements 


Person Specification  

  • The successful candidate is friendly, flexible and has a positive, can-do attitude 
  • Comfortable multitasking and prioritising where needed 
  • Self-motivated and able to work independently and escalate as appropriate  
  • Good written and verbal communication skills 

 

Experience 

  • Proven work experience within an admin role in a fast-paced environment 
  • Experience of delivering high level customer satisfaction  
  • Experience using Microsoft 365 Office Applications (Sharepoint, Teams) 
  • Proven experience working with external or in house systems  
  • Experience working within the IT sector is an advantage, but not a requirement  

 

Education/Qualifications  

  • A Levels or equivalent experience 


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