Role Overview
The ITLM Operations Coordinator is responsible for supporting the day-to-day operation of the IT Lifecycle Management (ITLM) function, ensuring customer requests, operational activities, fleet administration, reporting requirements and compliance obligations are delivered accurately and on time.
This is a highly administrative role that requires excellent organisation, strong attention to detail and the ability to manage multiple priorities simultaneously.
The role suits an individual who is proactive, resilient and determined; someone who takes ownership of their workload, follows up actions without prompting and is comfortable working in a fast-paced environment where priorities can change.
Key Responsibilities
Operational Coordination
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Manage end-to-end operational service requests, ensuring accurate processing from quotation through fulfilment and invoicing.
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Coordinate customer and stakeholder requirements, working across internal teams to deliver services within agreed timescales and service levels.
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Monitor operational performance and resolve issues proactively, following up on outstanding actions and escalating risks where necessary to minimise business impact.
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Support continuous improvement and team operations, contributing to reporting, operational reviews, process enhancements, and providing cover for colleagues as required.
Administration and Data Management
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Maintain accurate operational data, records, and documentation, ensuring information is up to date, validated, compliant, and supported by comprehensive audit trails and maintenance schedules.
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Support asset lifecycle and supplier management activities, including asset retirement reporting, vendor onboarding, and maintenance of supplier records.
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Ensure adherence to established processes and procedures, promoting consistency, accuracy, and compliance across operational activities.
Reporting and Analysis
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Produce and deliver operational and client-facing reports, including daily, weekly, monthly, quarterly, annual, and End of Month (EOM) reporting within agreed deadlines.
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Analyse operational performance data, identifying trends, risks, and opportunities to support informed decision-making and service improvements.
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Support performance reviews and stakeholder reporting, providing operational metrics and insights to measure service effectiveness.
Fleet and Driver Administration
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Coordinate fleet operations and vehicle compliance, managing servicing, MOTs, repairs, replacement vehicles, and maintenance schedules to support operational requirements.
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Maintain accurate fleet records and documentation, ensuring vehicle maintenance, compliance, and operational records are up to date and audit ready.
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Support driver administration and compliance activities, including vehicle inspections, scheduling, and tracking driver activity.
Person Specification
Technical Knowledge & Professional Background
Essential
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Strong background in administration, operational support, service delivery or coordination.
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Proven track record of managing multiple tasks, deadlines and competing priorities within a busy environment.
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Familiarity with maintaining operational records, compliance documentation and audit trails.
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Confidence producing regular management information and operational reporting.
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Strong Microsoft Office proficiency, particularly Excel and Outlook.
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Comfortable working with business systems, databases and operational software.
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Understanding of service standards, deadlines and performance measures.
Desirable
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Exposure to fleet administration, logistics or transport operations.
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Knowledge of workflow management, scheduling or job planning activities.
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Familiarity with supplier onboarding and vendor administration processes.
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Experience using fleet management or vehicle tracking systems such as Samsara.
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Previous involvement in operational, facilities or service-based environments.
Core Competencies
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Effective communicator, both written and verbal.
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Sound analytical thinking and problem-solving approach.
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Confident managing changing priorities and unexpected demands.
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Capable of working independently while contributing positively to a wider team.
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Strong data handling and reporting capability.
