Operational Support Administrator

  • Location

    Birmingham, West Midlands

  • Sector:


  • Job type:


  • Salary:

    Up to £9.07 per hour

  • Contact:

    Vital Bristol Technology

  • Contact email:


  • Job ref:


  • Published:

    9 months ago

  • Expiry date:


  • Client:


Our client provides facilities management, consultancy, project management and a range of specialist services and they are currently looking for an Operational Support Administrator to be based in Birmingham

Job objectives and responsibilities

  • To work closely with the Operations and Business Support Manager and Contract Management Team to proactively manage the administration process
  • Support regional contracts by delivering quality service across all areas
  • To represent the business

Main duties

  • To assist managing all Administration Processes
  • To work and take instruction from the Contract Manager & Operations and Business Support Manager as required
  • Constant communication and day-to-day correspondence with the Contract Management team
  • Client liaison, dealing with any queries and issues
  • Handle all queries, internal and external
  • Update internal and external databases and administration systems as required
  • Ensure all compliance certification is received and processed as required
  • Accurately file manually and electronically as per business policy and procedures
  • Ensuring operational paperwork is to corporate standards
  • Raise Purchase Order Requests
  • Absolute responsibility for capturing all costs including all materials and subcontractors
  • Raise all regional actions in the SAFE system and allocate to relevant managers
  • Final closure of all regional actions in the SAFE system
  • Complete & manage the regional fixed cost templates
  • Support financial processes e.g. aged debt
  • Ensure that all health and safety company procedures are adhered to
  • Have a flexible approach to business support to ensure deadlines are achieved
  • Ownership of data systems and contract processes to ensure records are maintained and processes followed as appropriate
  • Create and manage contract report and supporting contract documentation
  • Assist in the preparation for client meetings
  • Manage the quote process for contracts
  • The timely completion of all scanning and uploading as required by the business
  • Administer the appointment and use of subcontractors
  • In addition to the duties and responsibilities outlines you may be required to perform other duties assigned and requested by the Regional Support Manager

Person Specification

Administration experience essential.

  • Relevant experience of Microsoft packages
  • Excellent data entry skills
  • Financial Awareness
  • Must have a flexible approach to working
  • A knowledge of facilities management sectors is desirable
  • Ability to manage own time and prioritise workload
  • Relationship building skills - in particular to be a self-starter willing to take the initiative when necessary and excellent ability to work well within a team structure, and support and guide team members as required
  • Ability to work on own initiative to a high level of accuracy and to meet deadlines
  • Customer Care - Capable of delivering results and meeting customer expectations
  • Ability to generate, develop and present ideas and suggestions for improvements in order to achieve more effective working practises
  • Attention to detail
  • Well presented, professional appearance and attitude with a positive and professional approach
  • Excellent time keeping skills and strong planning and organisational ability
  • Excellent written and spoken communication skills
  • Discretion in dealing with confidential information

Please note this is a contract position until 21/12/18

If you do not hear from us within seven days, then your application has not been successful on this occasion. We may however keep your details on file for any suitable future vacancies and contact you accordingly