Operations Administrator

Operations Administrator

Hours: 25 hours per week

Contract: Part-time

Location: On-site

Role Purpose

The Operations administrator serves as a professional and welcoming first point of contact for visitors clients and colleagues providing excellent customer service and comprehensive administrative support. The role encompasses onboarding and offboarding processes coordination of meetings and events basic ICT support and the smooth day-to-day management of office facilities. The post holder will collaborate closely with the Operations Manager and the Ops team to ensure efficient processes and consistent support for the local office and the wider Reply workforce.

Key Responsibilities

Customer Service & General Enquiries

Act as the first point of contact for visitors clients and contractors delivering a

friendly professional and consistent customer service experience for all

Answer screen and direct telephone calls emails and general queries ensuring

timely and accurate responses or appropriate escalation

Manage visitor sign-in procedures issue passes and ensure security and access

protocols are followed

Maintain a professional tidy and welcoming reception area at all times

Manage incoming and outgoing post deliveries and courier services

Administrative Support

Provide general administrative support to all companies under the Reply brand

ensuring consistent service standards

Support onboarding and offboarding processes including access requests workspace

preparation equipment coordination and documentation

Assist with meeting coordination room bookings and diary management

Maintain accurate records logs and databases relating to reception facilities

onboarding and customer service

Support document preparation data entry and basic reporting

Work closely with the Operations Manager and Ops team members to ensure smooth

processes and consistent support for the local office and wider Reply employees

Meeting Events & Workplace Support

Provide hands-on support for meetings and events including setting up and rearranging

event spaces as required

Prepare rooms with furniture signage audio-visual equipment and any other materials

needed

Arrange and serve catering as required

Ensure that office and event spaces are cleaned and ready for use the following day by

liaising with the nightly cleaning team and carry out additional cleaning throughout the

day if multiple events take place

Act as a point of contact for meeting hosts attendees and suppliers to ensure smooth

delivery

Facilities Support

Support the day-to-day operation of the building and shared spaces ensuring a safe

clean and well-maintained environment

Carry out routine facilities checks and report maintenance or health and safety issues

Assist with space management room bookings and facilities scheduling

Monitor and maintain stock levels of office reception ICT peripherals and event

supplies

Serve as the main point of contact for Cubo Reception and The Lincoln security team

ensuring security protocols are followed and office facilities are effectively managed

ICT & Technical Support

Provide basic ICT troubleshooting with confidence including support with printers

meeting room technology Wi-Fi access and user log-in issues

Assist with issuing tracking and collecting ICT equipment as part of onboarding and

offboarding

Escalate technical issues to the ICT or service desk teams as required

Health Safety & Compliance

Act as the Lead First Aider and Fire Marshal with a general understanding of Health and

Safety legislation to support a safe working environment

Follow Health and Safety procedures security protocols and data protection

requirements at all times

Report hazards incidents or security concerns promptly

Skills & Experience

Essential

Excellent communicator with strong customer service skills

Strong organisational and administrative skills

Confidence in basic ICT troubleshooting and supporting workplace technology

Confident using Microsoft Teams and Microsoft 365 applications; willingness to learn

additional software as required

Ability to manage enquiries across multiple companies and priorities

Professional approachable and confident manner

Ability to work independently and collaboratively with colleagues including the

Operations Manager and Ops team

Desirable

Previous experience in reception administration customer service facilities or events

Experience supporting onboarding and offboarding processes

First aid and Fire Marshal trained

A good understanding of relevant HSE legislation to support a safe working

environment.

Personal Attributes

Customer-focused with a proactive can-do attitude

Flexible reliable and adaptable

Strong attention to detail and problem-solving skills

Comfortable working in a fast-paced multi-company environment

Collaborative and able to work effectively with the Operations Manager and wider Ops

team

Working Pattern

25 hours per week worked across agreed days (ideally Tuesday to Thursday but this is

subject to change).

Flexibility may be required to support meetings events or business needs