Operations Administrator

Green Zone Surveys; Wallsend; Hybrid; GBP 26,000 - 32,000; Full time

Benefits offered by this job

Competitive salary

Company pension scheme

Free on-site parking

Birthday off

23 days annual leave + bank holidays

Vitality Life Insurance

Perkbox benefits platform

Clear career progression path

Job summary

Green Zone Surveys (UK) Ltd is seeking an Operations Administrator to support planning, coordination, and administration of TR19 ductwork cleaning and compliance works across the UK. You will liaise with clients, field operatives, and internal teams while maintaining accurate records and site access documentation.

The role requires strong organisational skills, experience in administration or scheduling, and familiarity with FieldMotion and RAMS.

Qualifications

• Previous experience in an administration, operations, scheduling, or coordination role.
• Excellent organisational and time management skills.
• Strong communication and stakeholder management abilities.
• High level of accuracy and attention to detail.
• Ability to manage multiple priorities within a fast-paced environment.
• Competent in Microsoft Office and experience using CRM systems.
• Professional telephone manner and customer service skills.
• Planning experience would be advantageous but is not essential
• Knowledge of permit-to-work systems and RAMS documentation (desirable)
• Experience within facilities management, compliance services, construction, or HVAC sectors (desirable)
• Understanding of TR19 ductwork cleaning and ventilation hygiene services (desirable)
• Experience preparing quotations and remedial work proposals (desirable)

Responsibilities

• Analyse remedial reports from previous visits and prepare quotations for recommended remedial works
• Coordinate and schedule service visits, cleaning works, and compliance activities nationwide.
• Liaise with clients regarding bookings, access arrangements, permits, and operational requirements
• Prepare and issue job sheets, RAMS, and site-specific information to field operatives
• Arrange permits to work and site access documentation on a weekly basis
• Ensure operatives receive correct keys, access information and site requirements
• Submit completed reports and documentation to clients in a timely manner
• Provide operational updates and feedback to clients and internal teams
• Maintain accurate records within FieldMotion, RIMS, and company systems
• Monitor daily alarm activations and elevate issues where required
• Track report completion and chase outstanding documentation
• Support continuous improvement of operational processes and administration systems.
• Provide general administrative support to the wider operations team

Skills

Administration experience

Organisational skills

Communication skills

Stakeholder management

Attention to detail

Multi-tasking

Customer service

Scheduling coordination

Problem solving

Tools

Microsoft Office

CRM systems

FieldMotion

RIMS

Job description

Operations Administrator

Department: Hybrid

Employment Type: Full Time

Location: Wallsend

Compensation: Competitive + benefits

Description

Green Zone Surveys (UK) Ltd is a fast-expanding company delivering Building Compliance surveys and a comprehensive range of related services to clients throughout the United Kingdom powered by Vadellla. Our specialist TR19 ductwork cleaning division, Enviroduct, further strengthens our offering within the built environment sector.

We have an exciting opportunity for an Operations Administrator who will be responsible for supporting the planning, coordination, and administration of TR19 ductwork cleaning and compliance works across the UK. The role ensures efficient communication between clients, field operatives, and internal teams while maintaining accurate records, managing site access requirements, and supporting the smooth delivery of operational services.

About Vadella

Vadella Group is a PE-backed compliance services business operating across the TIC market- fire safety, water hygiene, asbestos, HVAC and health and safety consulting. We operate through a portfolio of specialist operating companies, each with their own identity and client base, supported by a Group infrastructure that enables them to grow. We are in a period of significant and deliberate growth, expanding our portfolio through acquisition and scaling our people and operational infrastructure accordingly. It is an exciting time to be joining the Group team.

About the role

• Analyse remedial reports from previous visits and prepare quotations for recommended remedial works
• Coordinate and schedule service visits, cleaning works, and compliance activities nationwide.
• Liaise with clients regarding bookings, access arrangements, permits, and operational requirements
• Prepare and issue job sheets, RAMS, and site-specific information to field operatives
• Arrange permits to work and site access documentation on a weekly basis
• Ensure operatives receive correct keys, access information and site requirements
• Submit completed reports and documentation to clients in a timely manner
• Provide operational updates and feedback to clients and internal teams
• Maintain accurate records within FieldMotion, RIMS, and company systems
• Monitor daily alarm activations and elevate issues where required
• Track report completion and chase outstanding documentation
• Support continuous improvement of operational processes and administration systems.
• Provide general administrative support to the wider operations team

Monday 8:30am-16:30pm
Friday 9:00am- 16:00pm

What you will bring

• Previous experience in an administration, operations, scheduling, or coordination role.
• Excellent organisational and time management skills.
• Strong communication and stakeholder management abilities.
• High level of accuracy and attention to detail.
• Ability to manage multiple priorities within a fast-paced environment.
• Competent in Microsoft Office and experience using CRM systems.
• Professional telephone manner and customer service skills.
• Planning experience would be advantageous but is not essential
• Knowledge of permit-to-work systems and RAMS documentation (desirable)
• Experience within facilities management, compliance services, construction, or HVAC sectors (desirable)
• Understanding of TR19 ductwork cleaning and ventilation hygiene services (desirable)
• Experience preparing quotations and remedial work proposals (desirable)

What’s in it for you

• Competitive salary
• Company pension scheme
• Free on-site parking
• Birthday off
• 23 days annual leave + bank holidays
• Vitality Life Insurance
• Perkbox benefits platform
• Clear career progression path as the business and Group continue to grow