Office Assistant

at  Healix Group of Companies

POSITION OVERVIEW

Reporting to the Executive Assistant of the CEO, the responsibilities of the Office Administrator is to provide a professional office service, contribute the smooth running of the Bristol offices and act as a professional first point of contact for staff, clients and visitors.

KEY ACTIVITIES/DUTIES OF THE OFFICE ADMINISTRATOR:

• Welcome and greet clients and visitors.
• Manage the reception diary, overseeing bookings, lunch orders and car park requirements.
• Answering all incoming calls politely and efficiently, advising of alternative contact information where possible.
• Schedule and plan meetings and appointments.
• Manage the facilities and related services to support day-to-day operational needs of the offices. This includes in house services and 3rd party services such as cleaning etc.
• Maintaining stock e.g. groceries, stationary and janitorial supplies.
• Preparing and setting up meeting rooms, as well as delivering lunches
• Tidying Kitchen area.
• Handling Post.
• Monitoring the buildings for health, safety and fire hazards on an on-going basis.
• Fire alarm testing.
• Acting as a knowledgeable Fire Warden (Fire Marshal training would need to be carried out first) and coordinating the necessary refresher training.
• Sort and distribute communications in a timely manner.
• Resolve office-related malfunctions and respond to requests or issues.
• Coordinate with other departments to ensure compliance with established policies
• Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Designs and implements office policies by establishing standards and procedures.
• Maintaining company security by issuing, checking and collecting work IDs, and/or updating visitor logs.
• Logging and reporting all technical faults and arranging all office equipment fixtures and fittings
• Photocopying and scanning