We are seeking a highly organised and proactive Operations & Administrative Coordinator to support the efficient running of scheduling, project management, helpdesk support, and office operations. This is a full-time temporary position with an immediate start, running until September 2027, with the potential to become permanent for the right candidate.
The role requires strong attention to detail, excellent communication skills, and the ability to manage multiple tasks in a fast-paced environment.
Working Hours
- 4 days a week
- Monday to Friday
- Standard office hours
Key Responsibilities
Planning & Scheduling
- Coordinate weekly schedules for engineers
- Communicate job allocations and schedule changes clearly and promptly
- Manage and update engineer diaries and appointments
Project & Data Management (OneTrace)
- Review and maintain accurate data for fire compartmentation and door works
- Monitor open jobs to ensure all required information is correctly inputted and kept up to date
- Create new projects within the system, upload drawings, and assign appropriate engineers
- Produce and manage fire labels as required
Administrative & Helpdesk Support
- Provide general office administration support to senior staff and management
- Assist with helpdesk administration duties
- Answer incoming phone calls and respond to emails professionally and efficiently
- Manage schedules, appointments, and general office coordination
- Support day-to-day office operations to ensure smooth business functionality
Timesheet Management
- Obtain weekly timesheets from engineers in a timely manner
- Review submitted timesheets for accuracy and completeness
- Follow up with engineers to resolve missing or incorrect information
- Ensure timesheets are submitted and recorded in line with company deadlines
- Maintain organised and up-to-date records for payroll and project tracking purposes
Travel Coordination
- Arrange travel and accommodation for staff, including hotels, flights, ferries, and trains
Expenses & Receipts Management
- Maintain records of procurement receipts, ensuring they are logged, printed, and uploaded to the correct job number for processing
- Organise and track fuel receipts
- Check and manage TfL-related charges (e.g. congestion charges, bridges, tunnels)
General Office Support
- Assist with day-to-day office administration tasks
- Maintain organised filing systems and digital records
- Provide additional administrative support across departments as required
Skills & Requirements
- Strong organisational and time management skills
- Excellent communication and interpersonal abilities
- Ability to work independently and manage multiple priorities
- High level of accuracy and attention to detail
- Professional and proactive approach to work
IT Skills (Essential)
- Proficient in Microsoft Office applications (Word, Excel, Outlook)
- Comfortable using project management and scheduling systems (e.g. OneTrace or similar)
- Ability to manage digital records, upload documentation, and maintain databases
- General confidence in using IT systems and adapting to new software quickly
Pay: £25,000.00-£29,500.00 per year
Benefits:
Work Location: In person
