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- Tasks: Be the friendly face of our office, managing reception and ensuring a smooth daily operation.
- Company: Join Bell Integration, a dynamic company focused on innovation and customer service.
- Benefits: Enjoy flexible hours, social events, and a vibrant work environment.
- Why this job: Perfect for those who love interacting with people and want to make an impact in a lively setting.
- Qualifications: Strong organisational skills, customer service experience, and a friendly attitude are essential.
- Other info: Training for first aid and fire marshal provided; great opportunity to bring your ideas to life.
The predicted salary is between 28800 - 43200 £ 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- Reception:
- 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.
- Monitoring 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 & when required.
- Scope to truly make this role your own and implement new ideas.
- 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.
Locations
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. Being the first point of contact means you need to be friendly and approachable, so demonstrating this ability can set you apart.
✨Tip Number 3
Research common office management software and tools that may be used in the role. Familiarity with these systems can give you an edge and demonstrate your commitment to being effective from day one.
✨Tip Number 4
Showcase your organisational skills by preparing a plan for how you would manage daily tasks in the office. This could include scheduling meetings, managing supplies, and maintaining cleanliness, which will highlight your proactive approach.
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 excellent organisational skills. Be prepared to discuss specific examples of how you've managed multiple tasks or projects simultaneously in previous roles.
✨Emphasise Customer Service Experience
Since this role involves a lot of interaction with clients and colleagues, highlight your customer service experience. Share anecdotes that showcase your friendly and welcoming nature, as well as your ability to handle inquiries effectively.
✨Demonstrate Communication Skills
Excellent written and verbal communication skills are crucial for this position. During the interview, practice clear and concise communication. You might also want to prepare to discuss how you would handle difficult conversations or messages.
✨Be Ready to Discuss Initiative
This role allows for flexibility and the opportunity to implement new ideas. Think of examples where you've taken the initiative in past roles, whether it was improving processes or suggesting new ways to enhance office efficiency.
