Senior Office Administrator – Adaptations & Fleet
Role Purpose
The Senior Office Administrator (Adaptations & Fleet) provides high-level administrative support to the Adaptations division and oversees day-to-day coordination of the company fleet. The role ensures efficient office operations, accurate project documentation, strong customer communication, and compliant management of vehicles.
This role supports Project Managers, Supervisors, Operatives and senior management, with responsibilities spanning document control, customer liaison, KPI management, fleet compliance, and general administration.
1. Customer & Tenant Support
- Act as a main administrative point of contact for customers, tenants, and client representatives.
- Respond to queries promptly and professionally.
- Communicate key KPI information to customers where required
- Maintain strong client relationships through reliable communication and consistent service.
2. Document Control & Project Support
- Maintain well-organised project files, ensuring documentation for all Adaptations jobs is complete and audit-ready.
- Prepare job packs including asbestos reports, schedules, and checklists.
- Assist with printing, copying, binding, and preparing site files and handover packs.
- Ensure documents are filed correctly in line with internal systems and compliance requirements.
- Support managers and operatives with daily updates, documentation requests, and administrative queries.
3. KPI Monitoring & Reporting
- Monitor, update, and amend customer KPI spreadsheets for Adaptations contracts.
- Liaise with internal teams to obtain missing data or clarify discrepancies.
- Communicate key KPI results directly to customers when required.
- Maintain accuracy and consistency across reporting tools.
4. Communication & Inbox Management
- Monitor shared inboxes and distribute or action emails in line with internal procedures.
- Draft and send correspondence including quotations, booking-in letters, and customer updates.
- Answer incoming calls and route them to appropriate staff.
- Maintain clear, professional written communication at all times.
5. Purchasing & Supplier Administration
- Raise purchase orders for materials and subcontracted services using Sage 50 Accounts.
- Liaise with suppliers and subcontractors regarding orders, delivery dates, and queries.
- Maintain accurate procurement records and support the PM/operational teams with purchasing information.
6. New Works Order Processing
- Process new Adaptations jobs including:
- Raising the job on spreadsheets and Sage.
- Creating new job cards.
- Ordering and processing asbestos surveys.
- Updating job trackers and internal workflows.
- Ensure all new jobs are set up correctly for smooth progression through operational teams.
7. General Office & Administrative Support
- Provide day-to-day administrative support to Adaptations managers, supervisors and operatives.
- Assist with ordering office stationery and supplies.
- Support workflow during busy periods, including completing tasks outside normal scope where needed.
- Contribute to the smooth running of the office and internal processes.
8. Fleet Management
- Oversee daily coordination of the company fleet.
- Order and manage fuel cards for all relevant staff and vehicles.
- Carry out or schedule regular vehicle inspections and ensure reporting of any defects.
- Book vehicles in for MOTs, services, repairs, tyre changes and warranty work.
- Maintain accurate fleet records including mileage, driver assignments, inspection logs and compliance tracking.
- Liaise with garages, leasing companies and insurance providers as required.
- Ensure vehicles remain safe, roadworthy, compliant and properly documented at all times.
Skills, Knowledge & Competencies
Essential
- Strong administrative experience in a busy office environment.
- Excellent organisation and document-management skills.
- Strong written and verbal communication.
- High attention to detail and accuracy.
- Ability to prioritise and manage multiple tasks simultaneously.
- Proficiency in Microsoft Office (Word, Excel, Outlook).
- Good problem-solving skills and initiative.
- Experience handling confidential information.
- Strong customer service skills.
Desirable
- Experience with Sage 50 Accounts.
- Experience in fleet administration or maintenance scheduling.
- Experience within construction, adaptations, or social housing environments.
Hours & Location
- Full-time, based at the Blackpool office. Desired hours per week 42.75-44.5/ hours.
- Flexibility may be required during peaks (fleet deadlines, KPI cycles, year-end processes).
Pay: £33,748.00 per year
Work Location: In person
