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.
About the RoleKey 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
Requirements
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
