Operations Administrator

Manchester Arndale; Nottingham; On-site; GBP 26,000 - 36,000; Full time

Job summary

OCS UK & Ireland is hiring an Administrator to support the Contract Management Team, handling calls and scheduling Planned maintenance and reactive maintenance work across multiple contracts.

Reporting to the Operations Delivery Supervisor, you will liaise with tenants, clients, engineers, and subcontractors; produce monthly performance reports and ensure SLA targets are met. The role requires IT skills and facilities management experience in a fast-paced environment.

Qualifications

• IT knowledge including MS Office and CAFM systems.
• Facilities Management experience.
• Experience of working with financial performance penalties.
• Strong organisational skills and a high attention to detail.
• General knowledge of intranet services.
• Good communication skills and ability to work in a team.

Responsibilities

• Administer PPMs to Engineers and schedule work across contracts.
• Liaise with tenants, clients, contractors and external parties for repairs and maintenance.
• Manage responsive repairs and maintain contractor/workflow communications.
• Produce monthly performance reports and assist with contract performance schedules.
• Handle incoming calls, emails or letters and manage workload daily.
• Chase subcontractors’ reports and ensure SLA targets are met.

Skills

MS Office

CAFM Systems

Facilities Management experience

Financial penalties experience

Organisational skills

Communication skills

Team player

Job description

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)

About The Role:

Working Days: Monday to Friday 8am to 5pm

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

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.