Administration Supervisor

Reed; Essex; On-site; GBP 29,000 - 45,000; Full time

Benefits offered by this job

Free parking

Staff break‑out facilities

Career development opportunities

Job summary

Reed in Essex is seeking an Administration Lead to support a busy operational department and lead a high-performing admin team. You will oversee customer-facing processes, maintain records and ensure compliance while coordinating with customers, suppliers and internal teams.

The role requires proactive organisation, strong communication and the ability to balance hands-on administration with leadership in a fast-paced environment.

Qualifications

• Experience in administration or office coordination with leadership responsibilities.
• Proven ability to manage multiple priorities and deadlines.

Responsibilities

• Coordinate appointments and admin activities with external contacts.
• Communicate with customers and stakeholders to confirm appointments and updates.
• Obtain and review supporting documentation within timescales.
• Maintain accurate client and operational records.
• Ensure compliant documentation and information storage.
• Conduct identification and compliance checks.
• Respond to customer and stakeholder enquiries.
• Coordinate inspections, audits or site visits.
• Review reports and escalate issues as needed.
• Obtain quotations from approved suppliers.
• Manage supplier relationships and service delivery.
• Follow-up to ensure work is completed to standard.
• Maintain records of reports, quotations, invoices and communications.
• Provide general admin support and CRM updates.
• Allocate and prioritise workloads across the team.
• Monitor performance and resolve challenges.
• Act as escalation point for administrative queries.
• Work with management to improve processes and service standards.

Skills

Team leadership

Organisation

Attention to detail

Customer service

Stakeholder management

Communication

Data entry

Multitasking

Regulatory awareness

Tools

CRM systems

Microsoft Office

Document management

Job description

An established and growing organisation is seeking an Administration Lead to support a busy operational department and oversee a high-performing administration function. This role will play a key part in coordinating customer-facing processes, maintaining accurate records, ensuring compliance requirements are met, and facilitating effective communication between customers, third-party contacts and internal teams.

This is an excellent opportunity for an organised and proactive professional who enjoys working in a fast-paced environment and can balance hands‑on administration with team leadership responsibilities.

Key Responsibilities

• Coordinate appointments and administrative activities with external contacts, ensuring all arrangements are made efficiently and accurately.
• Communicate with customers and stakeholders to confirm appointments and provide updates.
• Obtain and review supporting documentation within agreed timescales.
• Maintain accurate client and operational records across internal systems.
• Ensure documentation and information are stored correctly and compliantly.
• Complete identification and compliance checks in line with company procedures and regulatory requirements.
• Respond professionally to customer and stakeholder enquiries.
• Coordinate inspections, audits, or site visits where required.
• Review reports and **escalate** any issues or concerns identified.
• Obtain quotations from approved suppliers and service providers.
• Manage supplier relationships, monitoring service delivery and completion of agreed works.
• Conduct follow-up checks to ensure work has been completed to the required standard.
• Maintain accurate records of reports, quotations, invoices and supplier communications.
• Provide general administrative support including document preparation, correspondence, CRM updates and data entry.
• Allocate and prioritise workloads across the administration team.
• Monitor team performance and outstanding tasks, addressing challenges where necessary.
• Act as an escalation point for administrative queries and support colleagues in resolving issues.
• Work closely with management to improve processes and maintain high service standards.

Skills & Experience Required

• Previous experience in administration, office coordination, team leadership or a similar role.
• Strong organisational skills with the ability to manage multiple priorities and deadlines.
• Excellent attention to detail and accuracy.
• Confident written and verbal communication skills.
• Strong customer service skills and stakeholder management experience.
• Good IT skills, including Microsoft Office (Word, Excel and Outlook).
• Experience using CRM systems and business software.
• Ability to lead, support and motivate a team while maintaining service standards and compliance requirements.

Desirable Experience

• Experience within a regulated, customer-focused or operational environment.
• Familiarity with compliance processes and documentation requirements.
• Experience liaising with customers, suppliers and external stakeholders.
• Exposure to identification checks, compliance procedures or audit requirements.
• Experience using document management systems.

Benefits

• Career development and progression opportunities.
• Supportive and collaborative working environment.
• Varied and interesting workload.
• Opportunity to work closely with experienced managers and professionals.
• Free parking.
• Staff break‑out facilities.