Operations Admin Support - Manchester

Savills; Manchester; On-site; GBP 24,000 - 32,000; Full time

Job summary

Savills is seeking a capable administrative/support professional to aid the Workforce+ Operations Team. The role involves data management, document control, and coordination of travel, meetings and reporting. Strong MS Office skills and the ability to work under pressure are essential.

Experience in a secretarial/administrative/analyst role is preferred, with potential exposure to property management. This position runs Monday to Friday, 09:00–17:30, based in Manchester.

Qualifications

• Proven experience in secretarial/administrative/analyst support roles.
• Strong MS Office and reporting skills, with attention to detail.
• Ability to work under pressure and manage multiple tasks.

Responsibilities

• Maintain an accurate database of all sites and site allocations.
• Provide support for new instructions and timely ordering of equipment, machinery, uniform etc.
• Support cost gathering for equipment and building cost models.
• Arrange travel and meetings for the Operations Team.
• Maintain filing and update documentation as directed.
• Prepare presentations and reports as required.
• Maintain confidentiality and discretion.

Skills

Microsoft Office proficiency

Organisational skills

Attention to detail

Verbal and written communication

Time management

Multitasking under pressure

Team collaboration

Education

1-2 years experience in Secretarial/Administrative/Analyst role

Property management exposure (advantage)

Tools

Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)

Visio

Job description

Purpose of the Role

This role is to support the Workforce+ Operations Team. The WF+ Operations Team is a mobile network of cleaning and security managers who support site based operations. The successful candidate must have strong verbal and written communication skills, the ability to work under pressure, and a willingness to learn. They will ideally have previous experience of working within an operational support role and must be able to provide a high level of service to, and establish rapport with colleagues, clients, contractors and tenants.

Key Responsibilities

• Maintain an accurate database of all sites and site allocations
• Provide support for new instructions to ensure successful mobilisation and timely ordering of equipment, machinery, uniform etc
• Support the Cleaning and Security Leads in obtaining costs for equipment, machinery etc for building cost models
• Support the Operations Team with booking of travel and arrangement of meetings
• Maintain filing
• Make changes as directed to documentation and support with creation of new documentation.
• Print, upload and circulate documentation as required
• Maintain and develop reporting. This requirement will vary from time to time depending on business demand.
• Prepare presentations and reports as required
• Work with the Cleaning and Security Leads to ensure adherence to Savills procedures
• Support with the development of tender material including populating and uploading to Proactis, and tender presentations.
• Support with the development of the monthly report
• Printing of ID Cards
• Booking of training and support in arranging training courses, ensuring that the tracking spreadsheet is kept up to date for recharging
• Support of the Workforce+ Admin Manager
• Support with SIA licencing when the Security Systems Administrator is on leave
• Meetings, Minutes & Documentation – support with the administration of meetings at an Area level as required
• Other tasks as required from time to time
• Maintain a high level of confidentiality and discretion

Skills, Knowledge And Experience

• Comprehensive knowledge of Microsoft Office including Excel, Work, Powerpoint and Outlook
• Excellent organisational, management, research and co-ordination skills with a problem solving attitude
• Excellent attention to detail, to include accurate typing skills
• Excellent verbal and written communication skills with a positive attitude and attention to detail
• Ability to multitask and to work accurately and effectively under pressure
• Excellent time management skills.
• Working with large teams, with different personalities and workloads and ability to adjust accordingly.
• Proactive, with proven ability to plan and work ahead of deadlines and keep to tight client reporting timescales.
• Focussed: commits to challenging goals and delivers consistently against these.
• Continuous improvement: delivers efficiency in addition to effectiveness.
• Self-starter, who relishes challenges and strives for the best.
• Strong team player: builds relationships and consults with others, quickly establishes trust and credibility
• Confident with a positive outlook.
• Ethical with strong integrity.

Experience

• Previous experience in a Secretarial/Administrative/Analyst role (1-2 years minimum) is essential
• Working for a Property Management company or similar – ideal (but not essential).

Technical Experience

• Proven capabilities in Intermediate/Advanced in Microsoft Office Suite applications (in particular Excel, PowerPoint, Word and Outlook).
• Ideal (but not essential) a working knowledge of Visio.

Working Hours - Mon-Fri 09:00 to 17:30

Please see our Benefits Booklet for more information.