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Office Administrator


Up to £15k (£25k FTE)

Job description

This is an office-based part-time role, with a working pattern of either Mondays, Tuesdays and one other weekday 9 am - 5 pm or you could spread your 21 hours across 5 days.

Who we are:

HLK is an IP powerhouse comprising over 200 people in 7 locations, providing a full suite of IP services advising across the globe and in all technical and scientific disciplines. We secure intellectual property rights for our clients, who are at the forefront of technological development in the electronics, engineering, chemical, and biotechnology sectors.

Why work for HLK:

Our clients expect only the best from us and that is what we deliver. The work here is progressive and challenging yet rewarding. We’re aware that our people are at the heart of everything we do, it’s why we invest in each employee’s professional development and run a yearly wellbeing programme. HLK offers a great work/life balance in a friendly and supportive working environment.

What will you be doing?

Due to the nature of this work, the role is 100% office-based. If you have a positive attitude and enjoy delivering great customer service across the board then this role is for you! Your tasks are as follows, but are not limited to:

• Meet and greet all visitors and colleagues.

• Monitor the switchboard, providing a positive experience for those calling in and the colleagues they are calling. This includes but is not limited to information gathering, routing calls to the correct colleague, answering queries and fielding sales calls.

• Support colleagues with the travel booking function of the firm.

• Process and distribute incoming mail, arrange courier services, process outgoing mail and distribute internal mail.

• Maintain appropriate stationery and office supplies for the Bristol office and co-ordinate printed matter.

• Meet and exceed colleague needs by providing great customer service, responding in a prompt, timely and professional manner to all requests.

• Co-ordinate the booking and use of meeting rooms, ensuring that meeting requirements are documented to include AV, food and beverage needs along with any special requests.

• Set up and refresh meeting rooms throughout the day, ensuring that the room is fit for purpose and any catering and other needs are provided for in a timely manner.

• Carry out regular building walks throughout the day to ensure that the office is tidy, and health and safety is always adhered to.

• Proactively respond to colleague requests for minor repairs/office re-organisation and to health and safety concerns.

• Support the administrative function of the team, ensuring that all duties are completed promptly and accurately to enable day-to-day functions to run smoothly.

• Other similar duties as required.

What are we looking for?

As that first point of contact, with multiple requests coming from colleagues we need someone who can work to deadlines, be adaptable, moving from task to task and back again whilst managing their workload appropriately. This is a varied role that will give you the opportunity to interact with people across the business, so great communication skills, patience, attention to detail and the ability to stay calm in the busier moments are essential. Ideally, you will have experience of working in a receptionist role, maybe for a professional services organisation, for a hotel or within the motor trade, but we are most interested in a great attitude towards customer service, a collaborative approach, and a commitment to bringing your best to the position.

To apply, please click on the ‘Apply for this job’ button and follow the instructions. If you would like to discuss this role further, please contact Natalie Owen (Senior HR Advisor) on 0117 910 3200 or you can email us at . Please note we do not accept applications from job boards, please apply directly on our website to be considered.

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