Operations Administrator

OCS; Leicester; On-site; GBP 24,000 - 32,000; Full time

Benefits offered by this job

Award-Winning Employer

Digital Learning

Retail Perks

Professional Growth

Flexible Pay

Job summary

OCS UK & Ireland is seeking an Administrator to manage PPMs, plan workloads and liaise with tenants, clients and subcontractors. You will schedule across contracts, respond to emergencies, and drive improvements in location efficiency and response times.

You’ll handle Maximo tasks, support ACM/CM, and produce monthly performance reports while ensuring SLA targets are met in a fast-paced facilities management environment.

Qualifications

• IT knowledge with MS Office and CAFM systems familiarity.
• Facilities management experience essential.
• Experience with financial performance penalties.
• Strong organisational skills and attention to detail.
• Good communication and intranet knowledge.

Responsibilities

• Administer PPMs to Engineers.
• Administer work orders with engineers.
• Administer for all responsive repairs; liaising with tenants, client, contractors and external parties.
• Scheduling work across all stated contracts.
• Reacting to emergencies raised by the client and overseeing engineer's attendance.
• Plan efficiencies of location and response time improvements.
• Administer PPMs / WAFs to Subcontractors.
• Taking ownership of workload daily.
• Diagnose technical abilities and fault reported to determine “P” code is correctly applied.
• Handling customer complaints or queries via telephone, email or letter.
• Manage completion of PPMs on Maximo.
• Manage completion of reactive tasks on Maximo.
• Manage “Soft Service” Contractors; Window Cleaning, Security, Grounds and Gardens, Pest Control.
• Control and issue engineer’s uniform.
• Client liaison.
• Occasional support to ACM, CM.
• Production of monthly performance report.
• Management of Contract performance schedule.
• Chasing subcontractors’ reports/schedules.
• To achieve the teams agreed performance targets and ensure that SLA’s are met.

Skills

MS Office

Facilities Management experience

Intranet knowledge

Team player / initiative

Communication skills

Organisational skills

Tools

CAFM Systems

Job description

The Administrator will be responsible for managing incoming calls, high levels of Planned maintenance and reactive maintenance work coming through from external clients.

Reporting to the Operations Delivery Supervisor, to work as part of the Contract Management Team, carrying out the duties below.

Key Responsibilities

• Administer PPM’s to Engineers.
• Administer work orders with engineers
• Administer for all responsive repairs; liaising with tenants, client, contractors and external parties.
• Scheduling work across all stated contracts
• Reacting to emergencies raised by the client and overseeing engineer's attendance
• Plan efficiencies of location and response time improvements
• Administer PPM’s / WAF’s to Subcontractors.
• Taking ownership of workload daily
• Diagnose technical abilities and fault reported to determine “P” code is correctly applied.
• Handling customer complaints or queries via telephone, email or letter.
• Manage completion of PPM’s on Maximo.
• Manage completion of reactive tasks on Maximo.
• Manage “Soft Service” Contractors; Window Cleaning, Security, Grounds and Gardens, Pest Control.
• Control and issue engineer’s uniform.
• Client liaison
• Occasion support to ACM, CM
• Production of monthly performance report.
• Management of Contract performance schedule.
• Chasing subcontractors’ reports/schedules
• To achieve the teams agreed performance targets and ensure that SLA’s are met

Essential Hiring Criteria

• IT Knowledge –
  • MS Office
  • CAFM Systems
• Facilities Management experience
• Experience of working in financial performance penalties
• Strong organisation skills and a high attention to detail
• General knowledge of Intranet services
• Happy to work as part of a team or under own initiative.
• Good communication skills.

Preferred

• PFI Experience
• Technical Knowledge/Experience
• Previous experience in a customer facing role (Customer Services, Admin, PA, Project Management)
• Excellent communication skills and ability to work well as part of a team
• Ability to work in a fast-paced environment, multitask and make effective decisions quickly
• Experience of working in financial performance penalties

About The Company

OCS UK & Ireland is a leading facilities management company with 50,000+ colleagues and a turnover in excess of £2bn. We deliver innovative, award-winning services within facilities management, hard services, cleaning, security and catering.

Our mission is to make people and places the best they can be for our colleagues, customers and the communities we serve. Our commitment to doing business the right way is rooted in our TRUE values - Trust, Respect, Unity, and Empowerment.

Why Work for OCS

• Award-Winning Employer : Ranked 36th on Glassdoor’s Best Companies to Work For 2025 — we value and motivate our people.
• Digital Learning : The OCS Academy offers digital courses and resources to help you build skills and grow your career.
• Retail Perks : With our Hapi app, you can gain access to exclusive discounts, rewards and wellbeing resources.
• Professional Growth : 600+ live learners across UK&I — Empowering colleagues with further development and qualifications!
• Flexible Pay : Access a portion of earned wages before payday with our Wagestream App! (Contract Specific)

We are an equal opportunities employer and rely on a diverse workforce with a broad range of knowledge, skills, and backgrounds to deliver our goals. We offer an inclusive and welcoming environment and actively encourage applications from all individuals regardless of race, gender, nationality, religion, sexual orientation, disability, or age.