Operations Support Administrator

Summary:The key purpose of the job is to provide administration support to several of our core business operations through effective coordination, planning, and administration. This includes but is not limited to the resource scheduling of our technical teams, creation of quotations for our customers, sales order and purchase order processing, and the co-ordination and administration of our property and facilities. It is a varied role that requires a highly organised individual who understands the importance of planning, process, working to deadlines and quality standards.Key Roles and Responsibilities:Regular communication across all business areas to ensure efficient administration processes that support effective operational service delivery, and to our company standardsProcessing new sales opportunities for the Account Managers in our CRM system, including creation of quotations, and sending these to the customers once approvedSales order processing, and purchase order processing for customer orders into our professional services automation (PSA) systemResponsibility for ensuring client agreements are correctly entered into our PSA system ready for go-live delivery of critical IT managed servicesScheduling of all renewals and technology maintenance tasks in line with client agreementsUsing data driven reporting to monitor client licence usage against agreement numbers, and trigger pricing reviews with internal account managers where appropriateScheduling resource across our teams, to include shift rotas, on-call rotas, maintenance work, site visits, training sessions and leaveSupporting scheduling across all department areas including working collaboratively with our HR & People Development, Projects, and Alerts & Maintenance Teams.Liaising with 3rd party suppliers, monitoring our services agreements with them, and the scheduling of their services in line with our internal audit scheduleResponsibility for our asset management administration for both Quadris and customer assetsAdministering a goods in/out process of equipment deliveries from receipt of goods, through to entry into our asset management system (may involve visits off-site)Maintaining all documentation and processes in line with our company quality standardsOrganisation of the dispatch and delivery of goods to Quadris and on to our customer sites as appropriateIn addition to the duties and responsibilities outlined you may be required to perform other duties assigned and requested by the Management TeamInformation To Monitor and Influence:• Documentation Quality & Improvement• Process Quality & Improvement• Customer contract performance and profitability• Service Level Agreement performance• Team utilisation versus availability• Asset/access register maintenance• ISM – Information Security Management Compliance• Customer Satisfaction results (CSAT)• Health & Safety complianceEssential Skills and Qualifications• Passionate about service standards• Strong experience in planning and organising your time, and that of others and in a positive manner• Proven ability to effectively multi-task• Relationship building skills –excellent ability to work well and flexibly within a team structure• Excellent written and verbal communication skills – Maths & English to minimum grade C/5• Ability to work on own initiative to a high level of accuracy and attention to detail, and to meet deadlines• Customer Care - Capable of delivering results, and meeting customer expectations through effective planning and administration• Ability to contribute ideas and suggestions for improvements in order to achieve more effective working practises• Well presented, professional appearance and attitude with a positive and professional approach• Excellent time keeping skills• Discretion in dealing with confidential information• Good IT Skills, with proficiency in Microsoft 365 Products, particularly ExcelDesirable Skills and Qualifications• Experience in a similar role in the technology sector• Experience working in an environment with a scheduling or compliance focus• Experience of ISO27001 & ISO9001• Facilities administration experience in the service industry• Knowledge of working with internal policies and procedures• Experience of establishing & reviewing internal administration processesColleague BenefitsThe key to our success is the service that is delivered to our clients, that service is delivered by you and therefore we are in the people business.We take care of our people by offering: -• 25 days paid leave + Bank Holidays (rising with length of service)• Contributory Pension Scheme, tiered contributions rising to 7% with length of service.• Death-in-Service Benefit x4 annual salary (after 3-month qualifying period)• Company sick pay (after qualifying period)• Free independent financial wellbeing advice when you join us• Tailored personal development plans and career journey planning• Fully/Partially Funded training*• Free parking• Environment that focuses on your wellbeing• Free vitamins to keep you fit and healthy, Free refreshments , Free fruit *Subject to agreement with your Line Manager/Business Needs
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