Business Support Administrator

Hlk Ip; West of England; Hybrid; GBP 21,000 - 27,000; Full time

Job summary

HLK is seeking a receptionist/office administrator to join the central Bristol office. The role is 100% office-based and involves welcoming clients, coordinating travel, booking meeting rooms, and providing broad internal support across IT, HR, Marketing, Finance and Management.

A positive, proactive approach and excellent communication are essential for success. The role is full-time with flexible hours discussed with suitable candidates.

Qualifications

• Previous experience in receptionist, office administration or business support roles.
• Excellent English communication and organisational skills.
• Attention to detail and ability to work to deadlines.
• Experience with MS Office and Teams is preferred.

Responsibilities

• Be the first point of contact for clients and colleagues via phone, email, Teams or in person.
• Welcome visitors and manage visitor procedures.
• Coordinate travel arrangements to support colleagues across the firm.
• Book and prepare meeting rooms and catering as needed.
• Provide central support to other office locations and ensure consistent service.
• Assist with mail, couriers, stock checks and office supplies.
• Support IT, HR, Marketing, Finance and Management as required.

Skills

Communication

Attention to detail

Deadline driven

Flexibility

Team player

Initiative

MS Office

Education

GCSE English & Maths

A-Levels advantageous

Tools

Microsoft Office

Microsoft Teams

Outlook

SharePoint

Job description

This vacancy is 100% office-based.

Who we are:

HLK is an IP powerhouse comprising over 200 people in 5 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 well-being programme. HLK offers a great work/life balance in a friendly and supportive working environment.

What will you be doing?

An opportunity has arisen for an enthusiastic, organised, and flexible individual with a team-based approach to join the Business Support Team in our busy central Bristol office. We are looking for someone who is committed to providing high levels of customer service to both our colleagues and clients. This is a fully office based, 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 is essential. It is a full-time position; however, we are open to discussing working hours with suitable candidates. Experience of travel co-ordination would be an advantage. The successful candidate will have a positive and hands-on approach to tasks and will be eager to drive change and improvements in processes where appropriate.

Key Responsibilities(this list is non-exhaustive)

• Be the first point of contact for our clients and colleagues, whether by phone, email, Microsoft Teams, or in person.
• Welcome visitors and ensure appropriate visitor management procedures are followed.
• Liaise with building management.
• Process and distribute incoming mail, arrange courier services, process outgoing mail, and distribute internal mail.
• Provide a travel booking function for colleagues across the firm, ensuring it runs smoothly and is cost-effective.
• Coordinate the booking and use of meeting rooms, ensuring that meeting requirements are documented and provided for in a timely manner.
• Set up meeting rooms and arrange catering and refreshments when required.
• Provide support with internal and external events including office socials, Summer and Christmas parties, client events etc.
• Carry out regular building walks throughout the day to ensure that the office is tidy, and health and safety requirements are always adhered to.
• Complete stock checks and order office supplies and consumables as needed.
• Provide central support to our other office locations, liaising with colleagues in those offices to provide a consistent service.
• Meet and exceed colleague expectations by providing great customer service, and responding in a prompt, timely, and professional manner to all requests.
• Identify opportunities to improve administrative and business support processes and contribute to implementing improvements.
• Provide administrative support to the IT, HR, Marketing, Finance and Management Team as required.
• Report and track maintenance issues and support contractors on site.
• Handle sensitive client information and maintain confidentiality.

What success looks like in this role

• Deliver a professional and welcoming experience for clients, visitors and colleagues.
• Provide reliable and responsive support across all office locations.
• Maintain a well-organised, efficient and professional workplace environment.
• Take ownership of tasks and proactively identify areas for improvement.
• Build effective working relationships across teams and offices.

Person Specification

• Clear communication skills with a good command of the English language (including spelling and grammar).
• A high level of accuracy and excellent attention to detail.
• The ability to prioritise and work well to deadlines.
• Flexible and adaptable, with the ability to respond positively to changing business needs.
• Ability to work independently as well as part of a team.
• Ability to use initiative and identify solutions with minimal supervision.
• A good working knowledge and competence with Microsoft Office, Microsoft Teams, Outlook and SharePoint.
• A quick and strong aptitude for learning new computer systems and administration processes.
• Reliability and commitment.
• GCSE (or equivalent) Grade C/Grade 4 or above in Mathematics and English. A-Levels would be an advantage.

Experience requirements

• Essential
  • Previous experience in a receptionist, office administration or business support role
• Desirable
  • Experience within a legal, professional services or corporate environment
  • Experience coordinating travel arrangements