Job Description
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
Operations Administrator • Stripe OLT