Office Administrator - Bristol

Job Description

Position: Office Administrator, Bristol Office

H&MV Engineering is a market leading, trusted partner for Mission Critical facilities, Renewable Developers, Transmission and Distribution Utilities globally. Our ingenuity is developed and strengthened by 3 decades of experience delivering EPC projects across the world. We have active sites and offices across the EMEA region, where our local expert staff provide engineering solutions to our clients.

Our strategy in the UK is to focus on the projects within renewables and data-centre markets which is a high growth area in the UK as well as delivering high margin ICP works. The UK business has grown rapidly in the last 3 years and our expectation is that we will grow 25% year on year, based on our secured work and pipeline.

The Role

The ideal candidate will be a responsible Office Administrator who takes pride in providing a great environment for all our people, where facilities are well stocked, safe, clean and welcoming. Ensuring the business is supported in a variety of administrative and clerical tasks. Contributing to the design of office workflows, supporting other Office Administrators and serving as the first point of contact for staff and visitors in the office, on the telephone and in emails.

The Person

The role requires someone who can prioritise their work load and stay on top of recurring tasks, as well as providing reactive ad-hoc support. The successful candidate will have outstanding communication skills, be proactive and know how to work as part of a team, be a flexible and motivated self-starter.

Main Responsibilities

• Supporting Office Supervisor in tasks and projects as required


• Ad-hoc minute taking


• Ensuring documents are properly stored on SharePoint/files


• First point of contact for visitors to Eden House


• Receiving emails, post and parcels, distributing to the relevant teams and logging

• Assisting with general queries internally and externally


• Ordering PPE and managing stocks of equipment. Overseeing that the orders arrive and are distributed in a timely manner


• Ad-hoc processing of invoices and requesting PO’s


• Supporting the arrangement of events


• Ensuring office supplies are available and in place


• Ensuring the office environment is safe and tidy with all facilities available for staff


• Potentially a First Aider and Fire Warden


• Being a point of contact for employees


• Ensuring kitchen are organised and fridges are fully stocked


• Any other tasks as and when required

Travel Bookings

• Booking hotels and travel (flights)


• Booking hire cars for employees


• Booking meeting rooms/restaurants

Fleet Management

• Updating file with vehicle paperwork as required


• Ensuring all vehicles MOT’s are up to date


• Organising vehicle signage


• Ensuring Dart Charge and Congestion Charge accounts are up to date and all vehicles are logged on the account, ensuring it is updated and checked on a weekly basis to ensure payments are actioned when the Dart Charge and/or Congestion Charge is used


• Ensuring vehicles are added to the AA coverage Dart Charge and Congestion accounts


• New vehicle management, including Taxing the vehicle and keeping MOT’s up to date.

• Arranging vehicle tracker installation


• Arrange repairs/general maintenance when needed


• Allocate fuel cards and maintain register/log

The Person Specification

• Dependable team player


• Flexibility/Adaptability


• Attention to detail


• Self-motivated / Able to work on their own initiative


• Exceptional organisation and time management skills


• Presentation skills and customer services knowledge


• Outstanding verbal and written communication skills


• Knowledge of computer programs used in daily office administration functions such as Outlook, Word, Excel and specialised office management tools


• Proficiency in filing and paper management, including the ability to manage business correspondence and the ability to handle confidential information


• Excellent problem-solving skills, the ability to research and an aptitude for helping other people