Office & Operations Administrator

WestSpring IT Ltd.; Bristol; On-site; GBP 11,000 - 16,000; Part time

Benefits offered by this job

25 days holiday

Full health insurance

Office games room

Breakfast club & snacks

Employee assistance programme

Job summary

WestSpring IT Ltd in Bristol is seeking an Office & Operations Administrator to keep the Bristol office running smoothly, coordinate day-to-day admin for the operations function, manage logistics and warranties, arrange client site visits, and keep Halo CRM accurate and up to date.

This hands-on, varied role suits someone who is highly organised, proactive, able to multitask, and comfortable working with clients and suppliers.

Qualifications

• 1-2 years’ experience in office administration, co-ordination, logistics or order processing roles.
• Highly organised, accurate, and comfortable managing several small tasks at once.
• Willingness to handle a range of admin tasks and support leadership teams.

Responsibilities

• Handle incoming calls and general enquiries professionally.
• Maintain accurate client, supplier, contact, asset and activity records in Halo and other systems.
• Prepare, issue, track and chase routine client and supplier documentation.
• Coordinate handovers with Client Services, Technical Delivery, Projects, Finance and leadership.
• Support meetings and events through diary, room, and logistics coordination.
• Identify recurring admin problems and suggest improvements to save time and reduce errors.
• Provide broader admin support including data entry and filing to keep operations running smoothly.
• Manage post, courier bookings and deliveries with clear records.

Skills

Office administration

Coordination

Diary management

Microsoft 365

Halo CRM

Customer service

Teamwork

Tools

Halo CRM

Job description

£26.5k FTE, pro-rata’d to 16-24 hours per week (tbc)

Office & Operations Administrator at WestSpring IT

The Role

This is an excellent opportunity to play a vital part in the continued growth of a very reputable, growing MSP and service-led company that uses cutting edge modern technology.WestSpring are continuously growing our client base and due to this continued growth, a new role has been created to be a key part of the Technical Delivery function

Working in our Bristol office, this is a hands-on, varied role for someone who keeps things organised, takes full ownership, loves solving straightforward problems, and is comfortable switching between priorities.

You will support the smooth running of our Bristol office, coordinate day-to-day administration for our operations function, manage logistics and warranties, arrange client site visits, and keep information accurate in Halo, our CRM.

Please Note: We are looking for 16-24 hours per week, spread across five days, as this provides the best support for our team and clients. That said, we know one size does not fit all, so we're happy to discuss alternative working patterns with the successful candidate. As a minimum, we would expect the hours to be worked across three days each week.

Responsibilities

General Office Administration

• Handle incoming calls and general enquiries in a friendly, professional way.
• Maintain accurate client, supplier, contact, asset and activity records in Halo and other agreed systems, correcting gaps or duplicate information.
• Prepare, issue, track and chase routine client and supplier documentation, including quotes, proposals, forms and agreements.
• Work closely with Client Services, Technical Delivery, Projects, Finance and leadership to coordinate handovers and keep work moving.
• Support internal meetings, company activities, client events and wider projects through diary, room, refreshment, document, supplier and follow-up coordination.
• Spot recurring admin problems, suggest simpler ways of working and help implement improvements that save time, reduce errors and improve the experience for clients and colleagues.
• Provide reliable administrative support across the business, including diary coordination, document preparation, data entry, filing, meeting support, routine correspondence and other tasks needed to keep the office and teams running smoothly.
• Manage incoming and outgoing post, courier bookings, and client and supplier collections and deliveries, maintaining clear records and resolving delivery issues.
• Coordinate the day-to-day management of office facilities, including organising repairs and maintenance, liaising with contractors and suppliers, maintaining relevant records and certificates, supporting workplace health and safety requirements, and escalating any facilities, security or safety concerns promptly.
• Monitor and replenish office, kitchen, washroom and employee wellbeing supplies, keeping appropriate stock levels, checking costs and using approved suppliers

Operations Administration

• Liaise with clients to arrange site visits, confirm dates and plans, send reminders and follow up outstanding information or actions.
• Build positive working relationships with clients, suppliers and partner contacts.
• Coordinate equipment and order logistics from request through to delivery, including checking details, monitoring supplier lead times, arranging collections and deliveries, escalating delays and confirming receipt.
• Own the administration of equipment warranties, repairs and returns. Record warranty and care-pack information, check cover, raise cases, arrange collection or replacement logistics, update Halo and follow each case through to completion.
• Use Halo, Microsoft 365 and agreed trackers to manage tasks, record updates, prompt owners and make sure actions do not disappear into a black hole.
• Produce accurate routine reports and trackers covering outstanding actions, orders, deliveries, warranties, stock and data quality.

Person Specification

• 1-2 years’ experience in office administration, co‑ordination, logistics or order processing type roles
• Highly organised, accurate, and comfortable managing several small tasks at once
• Willingness to get stuck in to a range of admin tasks, taking some of the load away from the Leadership & Management team
• Good communication skills – able to speak clearly and warmly with clients, suppliers and colleagues
• Able to think independently, come up with solutions, and make recommendations to improve client experience
• Good with process – following and creating/looking for improvements to deliver tasks efficiently and effectively
• Take ownership and use good judgement when priorities change
• Ability to learn quickly
• Able to work as part of a team and individually
• Professional, friendly and have an ability to perform well under pressure
• Confident using Microsoft 365 and updating CRM

Why WestSpring?

Why Join WestSpring

At WestSpring we offer unparalleled levels of IT service delivered via our unique unlimited concept, turning the typical IT service contract on its head. We specialise in providing IT consultancy and support services to businesses across the UK.

We believe that great IT is great for business. WestSpring was founded with a passion for delivering professional, friendly and bespoke IT support services and building long-lasting relationships with clients.

At WestSpring quality is everything. We only use products and systems of the highest quality to ensure that all our clients only get the very best. We are constantly evolving, reviewing, and enhancing our service offering.

We’re a fast‑paced business where no two days are the same. Our culture is what makes us different. We expect a lot of ourselves and each other - we nourish our people and help them thrive in their chosen field; balance professional and personable; and deliver the balance between client service and company profitability.

What We Offer

The WestSpring HQ, based at Aztec West in Bristol, is vibrant, fun, supportive, and inclusive team. Beyond working with fabulous colleagues and great clients, we offer:

• 25 days holiday + bank holidays
• Full health insurance
• Games room including consoles, pool table, tennis table, dartboard
• Well stocked kitchen including a decent coffee machine and teabags(!), monthly breakfast club, breakfast food, office pick‑n‑mix, and drinks fridge
• Monthly company update day includes a briefing from the Board, team meetings, training sessions, and a ‘grand’ lunch
• Employee Assistance Programme/Support
• Employee & Client referral scheme up to £1,000
• Professional development opportunities including internal training, external certification, general and soft skill development, industry training/conferences, and everything in between