At Klipboard

We've introduced a flexible hybrid work policy, where employees spend three days in the office and two days working from home. This approach promotes a balanced work environment that combines office collaboration with the comfort and convenience of remote work.

About Klipboard

Klipboard provides specialist software, services, and support to deliver fully integrated trading and business management solutions to companies in the distributive trade – wherever they are in the world. With a unique depth of knowledge and experience in ERP/SaaS solutions, Klipboard has a wide range of clients includes wholesalers, distributors, merchants, and retailers from small traders to multinational enterprises. Klipboard has offices in the UK, Ireland, The Netherlands, South Africa, Kenya, and North America. Our mission is simple: to design and deliver high performance, integrated ERP solutions that enable our distributive trade customers to source effectively, stock efficiently, sell profitably, and service competitively.

Klipboard is a global, growing business that embraces AI and emerging technologies to enhance customer outcomes, collaboration, and continuous improvement. We’re looking for people who are curious about or fluid with AI, open to change, and excited to learn how technology can improve the way we work and help our customers, which is always supported by strong human insight and communication.

Role Overview

Provide a professional, welcoming, and well-run front-of-house service for the Leeds office, acting as the first point of contact for visitors, customers, suppliers, and colleagues in person, by telephone, and online. The role keeps day-to-day office operations running smoothly, including meeting rooms, refreshments, post, supplies, travel bookings, and purchase orders, and supports the Facilities team with planned and reactive building activity. This is an individual contributor role focused on service quality, accurate administration, office readiness, and a consistently positive first impression of Klipboard.

Key Responsibilities

• Provide a professional front-of-house and office support service, ensuring a welcoming and efficient experience for visitors, customers, suppliers, and colleagues.
• Welcome and host visitors, managing sign-in procedures, security requirements, and site inductions.
• Answer, screen, and direct telephone calls, while managing shared mailboxes and incoming correspondence.
• Coordinate meeting room bookings, ensuring rooms are prepared, maintained, and utilized in accordance with company guidelines.
• Manage office refreshments and catering supplies, including coffee machines, snacks, and consumables.
• Arrange business travel, accommodation, taxis, and vehicle hire through approved corporate travel platforms, including the preparation of travel itineraries.
• Support the planning and delivery of internal meetings, events, and functions, coordinating logistics and catering requirements.
• Maintain office stock levels and order supplies in line with procurement policies and budget requirements.
• Raise purchase orders and assist with invoice queries and administrative purchasing processes.
• Prepare, format, scan, file, and maintain documents and records, ensuring accuracy and compliance with company standards.
• Coordinate incoming and outgoing mail, courier services, parcels, and deliveries.
• Support office facilities management by logging maintenance issues, liaising with contractors, and coordinating repairs through the Facilities team.
• Maintain reception, meeting rooms, and shared office areas to ensure they remain presentable, stocked, and ready for use.
• Handle confidential information, visitor records, and company documentation in accordance with data protection and security requirements.
• Escalate facilities, health, and safety, or security concerns promptly and ensure issues are followed through to resolution.
• Build effective working relationships with internal stakeholders, suppliers, contractors, and service providers to support smooth office operations.
• Contribute to a positive, inclusive, safe, and professional office environment that reflects company values and culture.
• Identify and support improvements to office administration processes, including the effective use of approved digital and AI-assisted productivity tools.
• Provide administrative support and undertake additional duties as required in line with business priorities and the scope of the role.