Job Description

Job Reference: /AR/28-03/1132/22

Job Title: Operations Administrator

Location: London

Salary: Competitive

Hours per week: Monday to Friday - 08:00 - 16:00 - 40 hours per week

Business Overview

Atalian Servest and OCS have merged to create a new organisation, the OCS Group UK & Ireland. We are a leading facilities management company providing a range of both standalone and integrated services including cleaning, catering, security, technical services, energy management and compliance, front of house, landscaping, logistics, waste management and pest control services. The company has a turnover of GBP1.5bn and operates across the UK and Ireland with 50,000 colleagues delivering innovative award-winning services to the private and public sectors and supporting the local communities in which it operates.

Role Overview

We are currently recruiting for an Operations Administrator to join our passionate and driven team based at our London office.

To be responsible and accountable for the organisation of the Commercial window cleaning team(s), enabling the delivery of PPM and specialist cleaning services in an efficient, professional and customer- focused manner by supporting the Operations Assistant and Account Director for the London Commercial team.

Benefits

- Informal hybrid/flexible working arrangements
- 25 days holiday + bank holidays
- Free fruit in our offices
- Employee Referral Scheme (if you refer a successful candidate to one of our vacancies)
- Wide range of retail discounts
- Regular social and charity events are held in our offices
- Get involved in charity events in the local community


Wellbeing

- Discounted gym membership
- Eye test GBP25 voucher and up to GBP100 towards glasses
- Join our Cycle to Work scheme via salary sacrifice
- Access to `CHROMA`, our internal colleague-led diversity and inclusion community - join a committee or take part in our D&I initiatives and events
- Access to internal Mental Health First Aiders


Career development and recognition

- Immediate access to `Opportunity` our internal Learning and Development platform
- Required professional membership fees paid for
- Opportunity to win monthly Atalian Servest Superstar Awards
- Long service awards


Key Responsibilities:

- Responsible for keeping within the parameters and budgetary requisite set down for each contract.
- Ensuring signoff systems are up to date so operatives can record completed works.
- Maintaining databases of works inc. PPM planners, works lists etc.
- Booking in works with site/contacts, raising permits, completing pre-site forms where necessary.
- Handling and resolving operational queries.
- Supporting the billing of completed works each month, working to month end deadlines, handling commercial billing queries and providing supporting evidence as required.
- Ordering of consumables and equipment for the London team, ensuring PO numbers or Virtual
- Credit cards have been correctly raised and used against orders.
- Maintaining records of orders and being able to provide details of team spend to the Account Director.
- Logging of quotations raised by the team and ensuring all works to be billed have PO numbers which are logged on the correct documents for billing.
- Cover for annual leave of Ops Assistant and continual support to the Operations Managers within the London Commercial and wider SWC management team.
- Providing support to operatives where necessary, including booking in operatives` holiday, ensuring delivery of works is unaffected and booking of hotels/transport for staff working away from home.
- Providing accurate and regular reports to the management on client performance..
- Supporting personnel management, including staff recruitment, performance assessment, training, and mentoring for the central team.
- Maintaining high performance levels for service-related processes and implementing improvement activities wherever necessary.
- Developing a deep understanding of projects to gain insights into the scope of service delivery.
- Ensure all SWC and client systems, policies and procedures are adhered to.
- Ensure that all Health and Safety planning, including risk assessments, COSHH, PPE and Health and Safety Plans co-ordinated by Account Director.
- Assist with Site Audits
- Be a Health and Safety ambassador and take a proactive approach to Health and Safety Management and promote good habits and methods of work.
- Maintain records of RAMs, schedules, training certificates and H&S records via teams and any other shared platforms.
- Taking ownership of customer complaints, coordinating with resolution parties, and establishing effective communication between stakeholders.
- In-depth knowledge of escalation procedures, incident management, and other disciplines related to