Office Administrator

Confidential; West of England, Bath; On-site; GBP 21,000 - 27,000; Full time

Job summary

Confidential is seeking an Office Administrator to keep the Construction Team running smoothly through proactive admin support, filing, scheduling, and coordinating communications.

You will manage office systems, assist with GDPR compliance, health and safety records, onboarding, and liaise with suppliers and staff to ensure efficient operations.

Qualifications

• Previous administration or office support experience.
• Excellent written and verbal communication.
• Proficiency in Microsoft Office 365 and familiarity with GDPR/data protection practices.

Responsibilities

• Provide general administrative support across the Construction Team and maintain filing systems.
• Prepare, format, and distribute correspondence, reports, and documents.
• Coordinate incoming/outgoing post and deliveries; schedule meetings and travel arrangements.

Skills

Organisational skills

Time management

Communication skills

Stakeholder liaison

Tools

Microsoft Office 365

SharePoint

Adobe

Job description

The Office Administrator is responsible for ensuring the smooth day-to-day operation of the Construction Team by providing administrative support, organisation and coordination of activities. The role involves managing office systems, coordinating communications, maintaining records, supporting staff, and assisting with various business functions to ensure efficient operations.

Administration

• Provide general administrative support across the Construction Team.
• Prepare, format, and distribute correspondence, reports, and documents.
• Maintain accurate filing systems, both electronic and paper based.
• Manage incoming and outgoing post and deliveries.
• Schedule meetings, appointments, and travel arrangements.

Office Management

• Maintain the signing-in book and ensure office facilities are maintained and operational.
• Monitor and order office supplies, stationery, and equipment and coordinate with Main office Reception.
• Support business continuity activity and office procedures e.g. Statutory boards

Supply Chain Management Health & Safety

• Liaise with suppliers, contractors, and service providers and maintain up to date supplier information.
• Coordinate office health and safety requirements.
• Maintain accurate data and records for various governing bodies.
• Maintain, organise, and scan archived Health & Safety files.
• Respond to general requests for information and ad hoc research tasks as required.

Communication

• Assist with internal communications and company announcements.
• Maintain company databases and records accurately.
• Ensure compliance with GDPR and company data protection policies.

HR Support IT Support

• Assist with onboarding new employees; update and maintain Company Email Groups.
• Maintain the Asset Register with up to date information and data.

Essential

• Previous administration or office support experience.
• Excellent organisational and time-management skills, able to juggle multiple priorities.
• Strong written and verbal communication skills, able to liaise comfortably with a range of stakeholders.
• Proficiency in Microsoft Office 365, including Outlook, Word, Excel, and Teams.
• Good attention to detail and accuracy.

Desirable

• Experience using business systems such as SharePoint, Excel, Adobe.
• Knowledge of GDPR and data protection requirements.

Personal Attributes

• Professional and courteous manner and able to maintain confidentiality.
• Proactive and flexible approach and a willingness to help.
• Strong problem-solving skills.
• Team player with a positive attitude.
• Knowledge of the construction and Facilities sectors useful