Office Assistant & Receptionist

GAMIT; Bentfield; On-site; GBP 21,000 - 27,000; Full time

Job summary

Gamit Limited, near Stansted, is seeking a Digital Document Clerk to support reception and general administration. You will be the first point of contact for visitors and callers, helping keep the office welcoming and organised.

You will enter supplier invoices, process post and couriers, prepare meeting rooms and provide cross‑department support. The role blends daily routine tasks with occasional urgent requests, requiring discretion, reliability and a proactive approach.

Qualifications

• Friendly, professional manner when dealing with visitors.
• Strong written and spoken English.
• Good organisation and prioritisation.
• Competence with MS Outlook, Word and Excel; willingness to learn company systems.

Responsibilities

• Welcome visitors and handle receptionist duties.
• Answer and transfer calls, take messages.
• Maintain visitor records and health and safety info.
• Enter supplier invoices and maintain invoice logs.
• Handle post, deliveries and couriers.
• Prepare meeting rooms and keep records updated.
• Support cross-department admin tasks.
• Monitor office supplies and equipment.
• Assist with facilities tasks.

Skills

Friendly & professional

Strong English

Organisation

Discretion

Proactive attitude

Calm under pressure

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Digital Document Clerk

Gamit Limited is an Aviation consultancy based near Stansted Airport and has been in operation for approximately 30 years with a well-earned reputation for being a reliable and trusted provider of services to Corporate, Airline and MRO customers worldwide.

Role Description

This is a varied, hands‑on office role. You will be the first point of contact for visitors and callers while providing practical administrative support across the company. One moment you may be welcoming a customer or arranging a courier; the next you may be entering supplier invoices, preparing a meeting room or helping a department with an urgent administrative task. You will suit this role if you enjoy helping people, take pride in keeping things organised and are comfortable balancing routine responsibilities with unexpected requests.

What You’ll Be Doing

Reception and visitors

• Welcome visitors warmly and professionally, notify their host and ensure visitor records and basic health and safety information are completed.
• Answer incoming telephone calls promptly, normally within five rings, transfer calls appropriately and take clear, accurate messages.
• Keep the reception area presentable and help ensure every visitor has a positive first impression of Gamit.
• Receive deliveries and direct couriers, parcels and post to the appropriate person or department.

Administration and finance support

• Enter supplier invoices accurately into Gamit’s system, maintain the invoice log and follow up with the relevant colleagues for approval.
• Provide general administrative support across departments, including data entry, filing, scanning, document preparation and maintaining accurate paper and electronic records.
• Process office purchasing requests and orders in line with the company’s purchase requisition and purchase order procedures.
• Manage incoming and outgoing post and arrange couriers when needed.
• Maintain reminders for recurring tasks and arrange approved bookings when requested by a manager.

Keeping the office running well

• Monitor stationery, kitchen and general office supplies and arrange replenishment through the approved purchasing process.
• Prepare meeting rooms before meetings and leave them ready for their next use afterwards.
• Check shared office equipment and complete brief office checks, reporting faults, cleaning, supply or facilities issues promptly.
• Support routine office tasks, including monitoring the contracted cleaning service and helping maintain shared facilities.

Health, safety and compliance

• Complete assigned workplace checks and records, including first‑aid kit checks and weekly fire alarm testing where trained and authorised.
• Handle business and personal information confidentially and follow company data‑protection and information‑security requirements.
• Work in accordance with Gamit procedures and the requirements of ISO 9001 and ISO/IEC 27001 as they apply to the role.

What we’re looking for

• A friendly, professional manner and confidence dealing with visitors, callers and colleagues.
• Strong written and spoken English, with accurate spelling, message‑taking and attention to detail.
• Good organisation skills and the ability to prioritise when several people need support at once.
• Competence using Microsoft Outlook, Word and Excel, plus confidence learning company systems.
• A reliable, discreet and proactive approach—you notice what needs doing and take appropriate action.
• The ability to remain calm, helpful and courteous during busy periods and interruptions.

Useful, but not essential

• Previous experience in reception, office administration, customer service or a similar support role.
• Experience entering supplier invoices or using an accounting, purchasing or document‑management system.
• A full UK driving licence.

Why this role?

This is an opportunity to become a trusted part of an established international aviation business. You will work with different departments, learn how the wider company operates and take ownership of the everyday details that make a real difference to colleagues and visitors.