Office Administrator

Description

Job Title: Office Administrator

Location: Bristol (Office based, Monday-Friday 9am - 5pm)

Contract Type: Full-time, 6 month contract (with expectation for a contract-to-permanent transition)

About the Role

We are seeking a proactive and organized Office Administrator to take charge of essential administrative, compliance, and office management tasks. As the backbone of our small and dynamic team, you'll ensure smooth day-to-day operations while providing support for sales and HR-related functions.

Key Responsibilities

Finance related

• Aiding with accountants and auditors at year end
• Requesting journals to be processed when necessary
• Checking Perceptive AP invoices, tying together with PO's & delivery notes and then coding appropriately
• Checking and approving Perceptive AP invoices and CM's under US$10k
• Checking VAT return for DBS
• Requesting urgent payments via Snow tickets where necessary (payroll and other urgent payments)
• Preparing the payroll journal for DBS to enter
• Opening and closing new periods on Day 1 for Cost Accounting/Inventory in Oracle

Admin related

• Monitor and update insurance, first aid, and fire Marshall certifications, ensuring timely renewals
• Manage supplier and customer updates, raise tickets, and track completion using internal systems.
• Onboarding new customers and suppliers, maintaining compliance with company processes
• Handle queries from suppliers and customers, liaising with other teams to provide accurate responses.
• Check and maintain Government Gateway information (VAT, PAYE, and tax notices)
• Support part time office employee
• Support general office needs, including ordering supplies and ensuring stock levels
• Renew contract for utilities(electric, gas) recommend new suppliers as needed
• Manage multiple email inboxes, keeping them up to date and organized

HR related

• Track and record staff absences(sickness and holiday)
• Enter and verify payroll data in collaboration with FMP Global

Health & Safety related

• Conduct office risk assessments and maintain an up to date health and safety policy
• Oversee documentation for authorized forklift drivers and other safety-related updates

Other Ad Hoc Duties

• Submit WEEE reports promptly
• Provide support to ensure smooth order processing during staff absences
• Ensure relevant invoices are directed to appropriate teams

Requirements

• Office management
• Can work in the office Monday - Friday, 9am - 5pm
• Administration
• Data entry
• Customer engagement and communication skills
• Ability to work with different platforms (Zen Desk and ERP are two examples)

Job Title: Office Administrator

Location: Bristol, UK

Job Type: Contract

Trading as TEKsystems. Allegis Group Limited, Bracknell, RG12 1RT, United Kingdom. No Allegis Group Limited operates as an Employment Business and Employment Agency as set out in the Conduct of Employment Agencies and Employment Businesses Regulations 2003. TEKsystems is a company within the Allegis Group network of companies (collectively referred to as "Allegis Group"). Aerotek, Aston Carter, EASi, Talentis Solutions, TEKsystems, Stamford Consultants and The Stamford Group are Allegis Group brands. If you apply, your personal data will be processed as described in the Allegis Group Online Privacy Notice available at our website.

To access our Online Privacy Notice, which explains what information we may collect, use, share, and store about you, and describes your rights and choices about this, please go our website.

We are part of a global network of companies and as a result, the personal data you provide will be shared within Allegis Group and transferred and processed outside the UK, Switzerland and European Economic Area subject to the protections described in the Allegis Group Online Privacy Notice. We store personal data in the UK, EEA, Switzerland and the USA. If you would like to exercise your privacy rights, please visit the "Contacting Us" section of our Online Privacy Notice on our website for details on how to contact us. To protect your privacy and security, we may take steps to verify your identity, such as a password and user ID if there is an account associated with your request, or identifying information such as your address or date of birth, before proceeding with your request. commitments under the UK Data Protection Act, EU-U.S. Privacy Shield or the Swiss-U.S. Privacy Shield.