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- Tasks: Be the friendly face of our office, managing reception and ensuring a welcoming environment.
- Company: Join Bell Integration, a dynamic company focused on innovation and customer service.
- Benefits: Enjoy flexible hours, social events, and opportunities to make your mark in the office.
- Why this job: Perfect for those who love interacting with people and thrive in a fast-paced setting.
- Qualifications: Strong organisational skills, excellent communication, and a passion for customer service are essential.
- Other info: Training provided for first aid and fire marshal; scope to implement your own ideas.
The predicted salary is between 24000 - 36000 £ per year.
The Office Administrator position is a front facing role including answering reception phones at our Bell office at Bay House Portsmouth. You’ll be the first point of contact for all office enquiries including meeting and greeting employees, clients, those registered as guests and guiding them to the office/meeting rooms/communal areas. Oversee the passes for Bell employees and oversee the day to day running of the office. Assist with meeting room bookings and generally maintaining a clean and presentable office environment. Help with any facilities related admin and issues.
This role will also involve answering the reception phone, directing calls across the business, and taking messages if needed.
Responsibilities- Meet and greet colleagues and visitors attending the office.
- Arrange visitor passes if they are needed.
- Book out meeting rooms and hot desks within the office when requested.
- Monitor the reception inbox and replying to queries promptly.
- Arrange lunch/catering for meetings and events when it is requested.
- Distributing mail and deliveries that arrive at the office.
- Ordering stationery and office kitchen supplies.
- Maintain office equipment including the coffee machine, appliances, and printers.
- Ensuring the office is kept to a clean and tidy standard.
- Answering reception calls promptly and passing on any messages left to you.
- Ensuring a high level of communication with the other office receptionists.
- Booking taxis when requested.
- Will take the lead in arranging the companies Christmas and summer social events for the Portsmouth area.
- Working with company databases as and when required.
- Working closely with the Facilities and Maintenance Operative to populate and maintain the internal filing database.
- Coordinate and help with reoccurring maintenance checks within the building.
- Attend a weekly Facilities meeting to feedback any problems or updates with the office.
- Alert the Facilities team of any upcoming external Maintenance checks and assist with scheduling them in.
- Report any maintenance issues to management immediately.
- Will need to be first aid and fire marshal trained to be the onsite contact (training will be provided).
- Excellent organisational skills and able to manage their time effectively.
- Able to work under pressure in a fast-paced environment.
- Excellent written and verbal communication skills.
- A friendly and welcoming nature.
- Customer service experience with people and phone skills.
- PC skills include but are not limited to MS programs and our supplier and maintenance databases.
- A passion for your work and a drive to do well.
- Ability to work independently and use initiative.
- Punctual, discreet and trustworthy.
- An area of flexibility regarding hours as and when required.
- Ability to pass Bell’s security vetting and those required for clients’ needs.
Protecting your privacy and the security of your data is a longstanding top priority for Bell Integration. Please consult our Privacy Notice to know more about how we collect, use and transfer the personal data of our candidates.
Office Administrator employer: Bell Integration
Contact Detail:
Bell Integration Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Office Administrator
✨Tip Number 1
Familiarise yourself with the office layout and facilities before your interview. Knowing where meeting rooms, communal areas, and essential equipment are located will show your initiative and readiness to step into the role.
✨Tip Number 2
Practice your customer service skills by engaging with friends or family in mock scenarios. This will help you feel more confident when meeting and greeting visitors, as well as handling phone calls professionally.
✨Tip Number 3
Research common office administration software and tools, especially those mentioned in the job description. Being knowledgeable about these systems can give you an edge during discussions about your technical skills.
✨Tip Number 4
Show your enthusiasm for the role by preparing ideas for improving office efficiency or enhancing the visitor experience. Presenting these during your interview can demonstrate your proactive approach and passion for the position.
We think you need these skills to ace Office Administrator
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience and skills that align with the Office Administrator role. Emphasise your organisational skills, customer service experience, and any previous administrative roles.
Craft a Strong Cover Letter: Write a cover letter that showcases your enthusiasm for the position. Mention specific responsibilities from the job description, such as managing reception duties and coordinating events, to demonstrate your understanding of the role.
Highlight Communication Skills: Since excellent communication is key for this role, provide examples in your application of how you've effectively communicated in previous positions, whether through written correspondence or face-to-face interactions.
Show Initiative and Flexibility: In your application, mention instances where you've taken initiative or adapted to changing circumstances. This will show that you can thrive in a fast-paced environment and are willing to go the extra mile.
How to prepare for a job interview at Bell Integration
✨Showcase Your Organisational Skills
As an Office Administrator, you'll need to demonstrate your ability to manage time and tasks effectively. Prepare examples of how you've successfully organised events or managed multiple responsibilities in previous roles.
✨Emphasise Customer Service Experience
This role involves a lot of interaction with clients and colleagues. Be ready to discuss your customer service experience, highlighting specific situations where you provided excellent service or resolved issues.
✨Demonstrate Communication Skills
Excellent written and verbal communication is key for this position. Practice articulating your thoughts clearly and consider preparing a few questions to ask the interviewer to show your engagement.
✨Be Ready to Discuss Flexibility
The job requires some flexibility regarding hours. Be prepared to discuss your availability and willingness to adapt to the needs of the office, as well as any past experiences that showcase your adaptability.
