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Office Administrator/receptionist

4 months ago

Bristol, United Kingdom Tuffin Ferraby Taylor Full time

**Job title: Office Administrator / Receptionist**

**Office: Bristol Office**

**Job purpose**

We have an opportunity for a people facing office administrator to join a growing building consultancy to give support to team members located within our Bristol office. Due to the nature of this opportunity, and the people facing requirements, this is an office based role. Training opportunities are available to support progression to compile complicated secretarial reports and support the technical team.

As well as supporting the day-to-day smooth running and efficiencies of the Bristol office, meeting and greeting visitors and setting up meeting rooms, there is a requirement for proficient professional secretarial skills, compiling commercial building surveying reports, audio typing and taking meeting minutes.

Existing client facing experience is essential but for the particulars of the role full training will be provided.

**Key accountabilities**
- Office management and administration
- Travel bookings including train, hotels and flights
- Ordering of office supplies, stationery, coffee, milk, fruit and refreshments for meetings.
- Meet and greet visitors and provide refreshments (the office is on the 3rd floor)
- Setting up meeting rooms (including lunch/refreshments where needed) and ensuring IT equipment is working as required. Tidying up once meeting is complete.
- PA support to Senior Directors
- First aider and fire Marshall (training can be provided)
- Support arranging office events.
- Dead filing
- General typing, copying, collating as necessary to ensure the efficient running of the team.
- Photocopying and binding reports and documents as necessary, with the progress towards sustainable methods of data share, utilise the digital technologies available at TFT to reduce the need for physical report production.
- Reception duties: answering telephone calls, take accurate messages and circulate them in a timely manner. Be able confident to manage difficult calls.
- Setting up meeting rooms (including lunch/refreshments where needed) and ensuring IT equipment is working as required. Tidying up once meeting is complete.
- General housekeeping for the office, ensure the space is kept tidy, including arrangements for the disposal of confidential waste, arranging service/fault calls for IT and office equipment, keeping the notice boards up to date.
- Diary management of the meeting spaces for internal and external meetings, arranging appointments, booking travel and accommodation.
- Dealing with the incoming and outgoing post and taking parcels to the post office when needed.
- Liaison with the Knowledge Hub during peak times, absence and holidays to ensure that the effectiveness of the support services team is not compromised
- Any other reasonable tasks that may be required as part of the role to support the office/team.

**Performance criteria**
- Ability to flex to a range of tasks as required
- Document formatting skills
- Professional telephone manner
- Good knowledge of Microsoft Word, Excel and PowerPoint
- Ensure that all documents issued and systems operated comply with the TFT standards.
- Comply with TFT management systems and policies, utilising Core and inter-related IT Systems.

**Skills and behaviour**
- Willingness to learn new skills and be flexible with a can do approach
- Strong capability with technology and wiling embrace new systems
- Excellent administration, communication and organisational skills
- Proactive approach to tasks, ability to prioritise effectively
- Reliable and able to use your own initiative
- Able to work independently and as part of a team
- Flexibility to support office administration needs
- Accuracy with attention to detail
- Confidentiality

**What’s in it for you?**

Competitive salary offered plus benefits: Private Health Care (after 6 months), Life Assurance, 25 days holiday, 1 day charity leave and 1 wellbeing day per year.

Cycle scheme and interest free season ticket loan and company contributory pension scheme on completion of probationary period.

**About TFT**

TFT is the leading independent firm of Development, Built Asset & Engineering and Sustainability consultants. We place the wellbeing of people and the performance of buildings at the heart of everything we do.

We’re proud of our reputation for integrity and delivering work of the highest quality, blended with commercial pragmatism. We offer a strong track record across all commercial property sectors, advising investors, developers, occupiers and owners on maximising best property asset values. Diversity and strength in depth is important to us. Whether it be a technical thought leader with a career’s experience - or a recently qualified rising star - in today’s risk averse world you need people on your side with a reputation for diligence, transparency, intellect and commercial insight. Clients see TFT as large enough to provide the expertise and resources to get the best from thei