Operations Administrator

GSF Car Parts Limited; Wolverhampton; Hybrid; GBP 24,000 - 32,000; Full time

Benefits offered by this job

Hybrid role

In-office four days a week

Job summary

GSF Car Parts is looking for an Operations Administrator to join Central Operations and Facilities Support. This hybrid role runs 9am–5.30pm with four days in the office and Fridays from home, and is responsible for keeping day-to-day activity organised, tracked and moving, with clear stakeholder updates and robust process discipline.

You will manage multiple priorities, own your workload, spot gaps, and help improve efficiency while delivering a reliable, professional service to internal teams

Qualifications

• Solid experience in an administrative or operations support role.
• Strong organisational skills with the ability to manage a busy workload.
• Excellent attention to detail and accuracy.

Responsibilities

• Coordinate meetings, agendas and track progress to completion.
• Manage shared inboxes, prioritise requests and follow through.
• Maintain operational trackers with accuracy and ownership.
• Support internal communications and timely distribution.
• Maintain document control and correct versioning.
• Support audit readiness by organising evidence and chasing actions.
• Log and track facilities requests and coordinate with contractors.
• Maintain records including service schedules and contractor details.
• Support purchase orders and resolve basic invoice queries.
• Coordinate planned maintenance visits and record completion.
• Escalate urgent issues to the right people promptly.
• Deliver a responsive and professional service to stakeholders.
• Maintain easy-to-navigate filing systems.
• Identify inefficiencies and suggest improvements.
• Support wider operational activity and projects.

Skills

Admin experience

Organisational skills

Attention to detail

Stakeholder comms

MS 365

Prioritisation

Tools

Outlook

Excel

Word

Teams

Job description

About The Role

Job Description

Operations Administrator, Central Operations and Facilities Support

Hours of work 9am – 5.30pm

Hybrid role – must be able to commit to a minimum of four days in the office (working from home on Fridays)

Role summary

This is a high-quality administrative role within Central Operations, supporting both the Central Operations and Facilities teams. You will be trusted to keep day to day activity organised, visible and moving, ensuring requests are tracked, stakeholders are updated, and key processes run without friction.

This role suits a strong administrator who takes pride in accuracy, works at pace, and is confident managing multiple priorities. You will be expected to take ownership of your workload, spot gaps, and keep things on track with minimal supervision.

Reporting line

Reports to: Central Operations Manager
Working closely with: Central Operations and Facilities Managers

Key responsibilities

Central Operations support

1. Coordinate meetings, prepare agendas, capture clear actions, and track progress to completion.
2. Actively manage shared inboxes, ensuring requests are prioritised, assigned and followed through.
3. Maintain operational trackers with a high level of accuracy and ownership, ensuring data is current and reliable.
4. Support delivery of internal communications, ensuring clarity, consistency and timely distribution.
5. Maintain structured document control, ensuring teams are always working from the correct version.
6. Support audit readiness by organising evidence and proactively chasing outstanding actions.

Facilities support

1. Own the logging and tracking of facilities requests, ensuring clear visibility of status and next steps.
2. Coordinate with contractors and suppliers, confirming bookings and ensuring commitments are met.
3. Maintain well organised records including service schedules, contractor details and compliance documentation.
4. Support purchase order processes and resolve basic invoice queries promptly.
5. Coordinate planned maintenance visits and ensure completion is recorded and no actions are left open.
6. Recognise and escal... urgent issues quickly, ensuring the right people are engaged without delay.

General administration

1. Deliver a responsive and professional service, keeping stakeholders informed at all times.
2. Maintain high quality records and filing systems that are easy to navigate and audit ready.
3. Identify inefficiencies and suggest practical improvements to streamline processes.
4. Support wider operational activity and projects as required.

About You

Skills and experience

Essential

1. Solid experience in an administrative or operations support role.
2. Strong organisational skills with the ability to manage a busy and varied workload.
3. Excellent attention to detail with a focus on getting things right first time.
4. Confident communication skills with the ability to deal with different stakeholders.
5. Good working knowledge of Microsoft 365 including Outlook, Excel, Word and Teams.
6. Able to take ownership, prioritise effectively and follow through on tasks.

Desirable

1. Experience supporting facilities or contractor coordination.
2. Familiarity with service desk systems or request tracking tools.
3. Experience maintaining trackers and producing basic operational reports.

Behavioural expectations

1. Takes ownership and delivers without constant supervision.
2. Works with pace and stays organised under pressure.
3. Communicates clearly and keeps people informed.
4. Shows initiative and looks for better ways of working.
5. Demonstrates reliability, consistency and strong attention to detail.

About Us

About Us

GSF Car Parts is one of the UK’s leading automotive parts distributors, supplying thousands of independent garages throughout the UK and Ireland with parts, tools, garage equipment and specialist training. The group has over 217 branches nationwide and a turnover exceeding £560 million. Built on the heritage and success of a dozen local brand identities acquired over several years, we have traded as one brand since November 2021. Our branch network is bolstered by centralised support and expertise from specialist departments in key areas such as procurement and supply chain, marketing and national accounts. The business also benefits from integrated IT systems, which include our industry leading catalogue system, Allicat, and access to the Group's national garage programme, Servicesure