First Response Group
Operations Administrator (Maternity Cover)
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About The Role
Operations Administrator
Contract: 3 months
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.
Job Description
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
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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
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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
Essential Skills
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
- Flexibility may be required to support meetings, events, or business needs
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