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Office Administrator

  • Location

    Bristol

  • Sector:

    Facility / Cleaning

  • Job type:

    Permanent

  • Salary:

    Not Specified

  • Job ref:

    REF20516C

  • Published:

    about 16 hours ago

  • Expiry date:

    2023-09-15

  • Client:

    Mitie

Job Description

We have a fantastic opportunity to join our team at our prestigious client site based in Bristol.

Taking personal responsibility for managing and working closely with the extended team in the operation and administration of day to day workplace services. To ensure all related workplace services perform in accordance with the agreed specifications and service agreements whilst maintaining a clean, safe and productive working/business environment for clients and customers.

The job holder must be able to think and respond quickly to any given situation and therefore will be expected to demonstrate a common sense approach, customer service skills, flexibility and an understanding of the firm's business needs.

Main Responsibilities

  • Work collaboratively within the One Team to ensure the office services operate as expected on a day to day basis whilst adopting a proactive and 'hands on' approach

  • Ensure the business team follows the Firm's Security Policy in locally managing access to the office and adherence to clear desk policy

  • Ensure office reporting is carried out in a timely manner and mandated daily or regular checks are carried out

  • Acting as a key point of contact for all staff who request the services provided or enquire about anything to do with facilities or the office in general

  • Have a full understanding of the front and back of house activities, working as part of the team and undertaking these duties on a day to day basis.

  • Maintaining the general quality feel of the office by liaison with the appropriate support functions and by regularly walking the floors to ensure standards are maintained

    Office Services

  • Dealing appropriately with all mail and packages delivered to the office.

  • Provide courier booking services to the office.

  • Records management, manage the onsite client files similar to a library lending service

  • Reprographics related requests such as printing, laminating, wire binding and scanning

  • Performing regular clear desk sweeps

  • Update, implement and adhere to the firm's security procedures.

  • Monitor and report any faults with our client's access system to the system provider and escort/assist the contractors as required whilst in the office.

  • Prepare, sort and distribute internal information e.g. audit and notice board information.

    Other / general duties:

  • Performing any ad-hoc "event-driven" duties as and when appropriate.

  • Developing and maintaining an awareness of staff and their needs.

  • Liaison and follow-up with appropriate contacts on the resolution of problems (e.g. cleaners, vending, etc), escalating unresolved problems where necessary

  • Assistance with fire and bomb evacuation procedures

  • Provide a focal point for the wide range of support services on practice (internal) floors and should be seen by floor occupants as a customer focused and a "fixer".

  • Develop good relationships with staff, partners and other service partners to ensure the optimum service provision whilst providing an interface to all services.

  • Maintain the integrity of the firm's security - liaise with on floor risk managers to secure compliance and adherence to client confidentiality

  • General upkeep of the floor - Be proactive in the identification and resolution of problems identified during floor walks and discussion with users.

  • Be knowledgeable in regard to when partners / staff may approach with a question relating to our services "how do I",

  • Follow Group and company policies and procedures at all times;

  • Report any apparent deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment;

  • Use all work equipment and personal PPE properly and in accordance with training received;

  • Report any issues or training needs to your Line manager and /or via your divisional incident reporting system;

    Experience in client service delivery would be an advantage.

Candidate Description

  • The ability to build relationships with customers and communicate effectively at all levels

  • The ability to demonstrate a customer focused and "Can do" attitude with clarity of vision, sound judgement and good priority skills are fundamental requirements

  • A basic knowledge in the use of AV equipment and Video Conferencing and ability to arrange appropriate technical assistance as and when required

  • To be proactive, self-motivated and understand the parameters of the role and refer issues upwards

  • Strong technical ability and proven IT skills

  • Excellent prioritisation, time management and organisation skills

  • Proven delivery of accurate and thorough work

  • Proven reliability in customer service and problem-solving skills

  • Good communication skills (verbal and written) with the ability to liaise confidently and professionally at all levels

  • Strong influencing and team working skills, able to build and maintain trusting relationships with both colleagues and clients promoting and embracing change

  • Client focused - must be professional, friendly, proactive, enthusiastic, flexible and always demonstrate an excellent customer service attitude

  • Follow instruction effectively asking for clarification as necessary

  • Strong attention to detail - provides a high standard of work to the client's satisfaction. Take care when completing work assignments and ensure the quality is always high

  • You will ideally have prior work experience (from an administrative background within a corporate or professional services environment)

Employer Description

Delivering the exceptional, every day

  • Our purpose: our expertise, care, technology and insight create amazing work environments, helping our customers be exceptional every day.

  • Our promise to our people: a place to work where you can thrive and be your best every day.

  • Our promise to our customers: a trusted partner creating exceptional environments for your customers and people, adding value every day.

  • Our culture - our core values and how we behave:

  • We are one Mitie: we work as one to deliver a seamless, unrivalled service. We are all in it together, if we can help a customer or colleague in any way, we will. We are one Mitie.

  • We are built on integrity and trust: integrity and trust are at the heart of all we do. We are the face of company. We treat others as we would like to be treated. We are proud to work for Mitie.

  • We go the extra mile: whether it's keeping things running smoothly in a safe environment, looking for new ways to do things better or fixing problems, going the extra mile for our colleagues and customers and keeping our promises is in our DNA.

  • Our diversity makes us stronger: we are very proud of our rich and diverse culture and backgrounds. Our diversity creates ideas and insights. Everyone at Mitie has a voice and is treated as an equal.

  • Our customers' business is our business: we are a partner, trusted for our expertise and for putting our customers at the heart of everything we do.

    At Mitie we know that 'our diversity makes us stronger'. We're committed to creating a diverse and inclusive environment where our people can thrive and be their best every day. We are very proud of our rich and diverse culture and backgrounds. Our diversity creates ideas and insights. Everyone at Mitie has a voice and is treated as an equal. We recognise the unique contributions that you can bring and our people and customers thrive when we get this right.