Office Administrator

3 weeks ago


Bristol, United Kingdom Make By Design Limited Full time

Job Summary:
**Responsibilities**:

- Act as "gatekeeper" - reduce involvement in issues and/or tasks that need not be completed at SMT level, internally/externally
- Use initiative, trouble-shooting and providing effective solutions where able, prior to SMT involvement, and honing skills to know when escalation is needed.
- Provide full administrative support: including but not limited to; handling receipts, booking travel and accommodation, completing surveys, message services when unavailable.
- Be senior management team's focal point, keeping well informed of potential issues/concerns within the team. The MBD approach is to deal with concerns they become a problem that may have a negative impact on the business.
- Provide key support the project office, providing a helping hand and a bridge for clear communication at all times.
- Prioritise conflicting needs; handle all matters expeditiously, proactively, and follow through to successful completion.
- Financial administration, including but not limited to; managing busy admin inbox, manage incoming invoice process, support finance manager with payroll/ sub-contract hours and payments, manage staff expenses, company expenses.
- Manage and supervise office staff, including assigning tasks and monitoring performance
- Manage and assist with company policies and accreditations.
- Oversee and coordinate administrative procedures and systems, such as filing, record keeping, and document management
- Handle employee onboarding and offboarding processes, including maintaining personnel records and ensuring compliance with HR policies
- Assist with recruitment and hiring processes, including posting job ads, reviewing resumes, and conducting interviews
- Manage office supplies inventory and place orders as needed
- Coordinate meetings and events, including scheduling, preparing agendas, and arranging logistics
- Maintain a clean and organized office environment. Ensure the office is neat, orderly and always presentable, not only to potential visitors, but providing a pleasing and professional working environment
- Update delivery diary inc. project number, prepare timely delivery notes from information provided to ensure a smooth workshop collections. Complete cost allocation; carriers invoice requires project coding from diary & processing to Xero (crossing into financial admin function).
- Utilize Xero software for financial record keeping and basic bookkeeping tasks

**Qualifications**:

- Previous experience in a similar role, such as office management or administrative supervision
- Be able to show a strong educational history
- Be a seasoned Outlook user; able to implement and maintain current calendars.
- Strong organizational skills with the ability to multitask and prioritise work effectively
- Excellent communication skills, both written and verbal
- Knowledge of human resources practices and procedures is a plus
- Familiarity with Xero accounting software is preferred
- Ability to work independently with mínimal supervision

This is a full-time position offering competitive pay based on experience. We value our employees' contributions and offer opportunities for career growth within our organization.

If you are a motivated individual with excellent organizational skills and a passion for providing administrative support, we encourage you to apply. Please submit your resume highlighting your relevant experience and qualifications.

**Salary**: From £28,500.00 per year

**Benefits**:

- Additional leave
- Company events
- Company pension
- Cycle to work scheme
- Free parking
- On-site parking

Schedule:

- Monday to Friday

**Education**:

- GCSE or equivalent (preferred)

**Experience**:

- Administrative experience: 1 year (preferred)

**Language**:

- English (preferred)

Licence/Certification:

- Driving Licence (preferred)

Work Location: In person

Reference ID: Make By Design Office Administrator
Expected start date: 08/04/2024


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