Job Description

Overview

We are seeking a highly organized and detail-oriented

Operations Administrator

to support the delivery of facilities management services across multiple sites. The role is central to ensuring smooth day-to-day operations by providing administrative support, coordinating service activities, and maintaining accurate records. You will work closely with other admin staff, clients, and subcontractors to ensure compliance, efficiency, and excellent service delivery.

Responsibilities

Assist in planning, coordinating, and monitoring business operations and projects. Maintain and update records, service logs, and compliance documentation (including statutory inspections, permits, and certifications). Assist with scheduling and coordinating planned preventive maintenance (PPM) and contractor visits. Process purchase orders, invoices, and expense tracking in line with budget controls. Prepare operational reports, dashboards, and client-facing documentation. Support contract management and vendor coordination, including onboarding and compliance checks. Handle queries from clients, contractors, and internal teams in a professional and timely manner. Assist with health & safety administration, risk assessments, and audit preparation. Contribute to process improvements and help drive operational efficiency across sites.

Experience

Previous office experience is essential, with a focus on administrative roles. Proficient computer skills, particularly in Microsoft Office Suite (Word, Excel, PowerPoint). Experience with Xero is highly desirable but not mandatory. Strong organisational skills with the ability to manage multiple tasks simultaneously while maintaining accuracy. Ability to work independently and as part of a team. Strong problem-solving skills and a proactive attitude. Excellent typing skills with a keen eye for detail in data entry tasks. Ability to work under pressure, prioritise tasks, and meet deadlines. Good understanding of facilities management services (hard and soft FM) and compliance requirements.
Additional information:

Working days will be Monday, Wednesday and Friday, 9am - 5pm with a paid lunch hour. Initially, the role is based in the office but may change to fully remote in the near future.
Job Types: Part-time, Permanent

Pay: 16,000.00-20,000.00 per year

Expected hours: 24 per week

Benefits:

Casual dress Free parking
Language:

English (required)
Work authorisation:

United Kingdom (required)
Work Location: In person