Office Support Administrator

The Office Support Operator will be responsible for providing general office support to the Customer Bristol office. 

Support will involve meeting room set-up; stock-checks; courier management; reprographics; file & records management; and daily and ad-hoc office duties.

File & Records Management

• Process file and records retrieval and return requests received from customer end-users;
• Ensure supplier portal and customer audit trail is completed in an accurate and timely manner;
• Ensure that the customer’s Retention Policy is adhere to, supporting the destruction of documents further to written instruction from the customer;
• Support the receipt, delivery and collection of boxes delivered by off-site Archive Management provider.

General Office Duties

• Provide assistance with the following activities:
• Starters & Leavers: assist with the on-boarding and leaver process for the customer’s Bristol staff;
• Periodical Works: provide oversight and supervision for external third parties undertaking duties within the Bristol office;
• Meter Readings and stock checks: take and record monthly meter readings/stock checks;
• Specialist Ergo Equipment: assist with the order and install of requested specialist ergo equipment;
• H&S Checks: undertake regular H&S checks, recording activity and escalating any issues;
• Couriers: Arrange couriers as required and maintain records of transactions;
• Stationery: Order stationery / maintain stock levels on the floors;
• Kitchen consumables (milk etc): distribute office consumables on a daily basis;
• Meeting Room Set-Up: undertake the set-up and return to standard format of meeting room on request;
• Parking Requests: reserve parking spaces on behalf of end-users and visitors;
• Train Tickets: print train tickets for use of end-users on request.

Reprographics

• Reprographics service including photocopying and digital printing of both colour and black & white documents, in each case to a quality specification satisfactory to the Client;
• Binding and finishing services to documents including wire, comb binding, laminating and stapling, in accordance with the Client’s house style;
• Ensure that all Client deadlines are achieved;
• Maintain quality control procedures agreed with the Client from time to time and in accordance with accepted industry standards;
• Ensure all Reprographics work is produced accurately and to specification;
• Provide expert advice about document management and production issues;
• Prioritising work and outsourcing work to external providers where necessary;
• Ensuring the Print Room is appropriately stocked with supplies such as paper, toner etc.;
• Preventative and reactive maintenance of equipment both Print Room and MFDs including call out reporting, monitoring of response times, machines cleaned and calibrated;
• Complete stock takes, report meter readings and overtime;
• Compliance with Billing cost recovery system and job ticket database logging.

• At least two years’ experience working in a similar environment.
• PC literate; working knowledge of ADOBE Acrobat and PDF; converting documents to Word, PDFs, JPEGs and TIFFs.
• Excellent communication skills
• Flexible, professional and customer centric approach; ability to communicate confidently at all levels.
• Ability to prioritise and use own initiative.
• Excellent attention to detail and ability to work under pressure.
• Strong team skills;
• Excellent problem-solving, communication, and decision-making abilities.