Office Administrator/Receptionist - Part Time

Job title: Office Administrator / Receptionist

Office: Bristol Office

Job purpose

We have an opportunity for a people facing office administrator to join a growing building consultancy to give support to team members located within our Bristol office. Due to the nature of this opportunity, and the people facing requirements, we would prefer that this is an office-based role, we are looking for 2 or 3 days per week and can accommodate 10am to 3pm.

As well as supporting the day-to-day smooth running and efficiencies of the Bristol office, meeting and greeting visitors and setting up meeting rooms, there is a requirement for proficient professional secretarial skills, compiling commercial building surveying reports, audio typing and taking meeting minutes.

Existing client facing experience is essential but for the particulars of the role full training will be provided.

Key accountabilities

• Provide accurate secretarial support including the completion of audio typing of letters, survey reports, specifications, and minute notes when required. Some copy typing also required.
• Provide a variety of documents utilising Microsoft Word and Excel utilising the correct documentation templates to ensure our documentation is consistent. Ensure that any anomalies to standard documentation are highlighted to the Operations Director and resolved through the appropriate channels
• General typing, copying, collating as necessary to ensure the efficient running of the team.
• When working with framework or key clients, ensure that the standard documentation preferred by the client is utilised by the team and other disciplines being utilised if appropriate. For example; Screwfix Direct Ltd standard templates and protocols.
• Photocopying and binding reports and documents as necessary, with the progress towards sustainable methods of data share, utilise the digital technologies available at TFT to reduce the need for physical report production.
• Reception duties: answering telephone calls, take accurate messages and circulate them in a timely manner. Be able confident to manage difficult calls.
• Meeting and greeting visitors and providing refreshments. Our offices are located on the 3rd floor, and the building does not have a manned ground floor reception area. Liaise with all service lines, be aware of all guests to the office. Respond to the door entry system and manage access
• Setting up meeting rooms (including lunch/refreshments where needed) and ensuring IT equipment is working as required. Tidying up once meeting is complete.
• General housekeeping for the office, ensure the space is kept tidy, including arrangements for the disposal of confidential waste, arranging service/fault calls for IT and office equipment, keeping the notice boards up to date.
• Ordering of office supplies, stationery, coffee, milk, fruit and refreshments for meetings.
• Diary management of the meeting spaces for internal and external meetings, arranging appointments, booking travel and accommodation.
• Dealing with the incoming and outgoing post and taking parcels to the post office when needed.
• Liaison with the Knowledge Hub during peak times, absence and holidays to ensure that the effectiveness of the support services team is not compromised
• Any other reasonable tasks that may be required as part of the role to support the office/team.

Performance criteria

• Ability to flex to a range of tasks as required
• Document formatting skills
• Professional telephone manner
• Good knowledge of Microsoft Word, Excel and PowerPoint
• Ensure that all documents issued and systems operated comply with the TFT standards.
• Comply with TFT management systems and policies, utilising Core and inter-related IT Systems.

Skills and behaviour

• Willingness to learn new skills and be flexible with a can do approach
• Strong capability with technology and wiling embrace new systems
• Excellent administration, communication and organisational skills
• Proactive approach to tasks, ability to prioritise effectively
• Reliable and able to use your own initiative
• Able to work independently and as part of a team
• Flexibility to support office administration needs
• Accuracy with attention to detail
• Experience of a client facing role, such as reception
• Confidentiality

What’s in it for you?

Competitive salary offered plus benefits: Private Health Care (after 6 months), Life Assurance, 25 days holiday, 1 day charity leave and 1 wellbeing day per year.

Cycle scheme and interest free season ticket loan and company contributory pension scheme on completion of probationary period.

About TFT

TFT is the leading independent firm of Development, Built Asset & Engineering and Sustainability consultants. We place the wellbeing of people and the performance of buildings at the heart of everything we do.

We’re proud of our reputation for integrity and delivering work of the highest quality, blended with commercial pragmatism. We offer a strong track record across all commercial property sectors, advising investors, developers, occupiers and owners on maximising best property asset values. Diversity and strength in depth is important to us. Whether it be a technical thought leader with a career’s experience – or a recently qualified rising star – in today’s risk averse world you need people on your side with a reputation for diligence, transparency, intellect and commercial insight. Clients see TFT as large enough to provide the expertise and resources to get the best from their portfolios, and small enough for it to matter personally.

We have over 190 employees operating from a network of offices in Birmingham, Bristol, Cambridge, Cardiff, Dublin, Edinburgh, Guildford, London, Manchester, Leeds and Southampton.

TFT is passionate about people development and will provide you with excellent and progressive career opportunities and sponsored learning.

We are BCorp Certified!

As TFT’s impact on the world has grown with the size of our business and the scale of our client services, we are determined that our future growth continues to be positive and sustainable. BCorp certification enables us to do just that, by recognising the highest standards of social and environmental performance and aligning our ongoing efforts with the UN’s Sustainable Development Goals. https://www.tftconsultants.com/tft-is-a-certified-b-corp/

DEI at TFT

At TFT we don’t aim to tick boxes and count numbers and percentages, we create an environment where anyone, from any background and life experience, can do their best work. We empower you to bring your full, authentic self to work. We are diverse by nature and inclusive by choice.

If you’re driven to perform, you’ll fit right in, we approach work fearlessly, learn quickly and improve constantly. A bright idea can come from anyone. We believe diversity drives innovation.

Our approach to diversity, equity and inclusion is simple – we embrace everyone. We wouldn’t approach a building survey in a one-dimensional way, so we don’t our people.

www.tftconsultants.com

Job Types: Part-time, Permanent

Expected hours: 12 – 24 per week

Benefits:

• Company events
• Company pension
• Cycle to work scheme
• Free fitness classes
• Health & wellbeing programme
• Life insurance
• Paid volunteer time
• Private medical insurance
• Referral programme
• Sick pay
• Transport links

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends

Education:

• GCSE or equivalent (preferred)

Experience:

• Administrative experience: 3 years (preferred)

Language:

• English (required)

Work Location: In person

Application deadline: 27/04/2024
Reference ID: Bristol Office Administrator/ Perm