Operations Support Administrator

Savills Management Resources; Leicester Forest East; On-site; GBP 25,000 - 31,000; Full time

Job summary

Savills plc in the United Kingdom is seeking an Operations Support Administrator for the Highcross Technical Services team. This role provides focused administrative support across operations, compliance and financial processes, including permit administration and maintenance system records.

You will coordinate communications, assist with budget tracking, purchase orders, and monthly reporting, and support ISO 45001 audits, ensuring accurate documentation and timely responses in a busy,

Qualifications

• Experience providing administrative support in a fast-paced, customer-facing environment.
• Experience with health and safety risk assessments and related documentation, with understanding of when specialist review is required.
• Confident written and verbal communication, liaising with contractors and colleagues.
• Proficiency in Microsoft Office, particularly Excel and Word, to maintain trackers and records.
• Ability to prioritise tasks and work flexibly within a busy team.
• Strong attention to detail when entering data and maintaining records.
• Understanding of confidentiality when handling sensitive information.

Responsibilities

• Provide administrative support across operational, compliance and financial processes.
• Own first-line permit administration: check RAMS and submissions and route for approval.
• Maintain records in maintenance management system with planned and reactive tasks.
• Support budget planning with quotation and expenditure tracking.
• Raise purchase orders and assist monthly client reporting.
• Prepare car park statistics and reports with Finance.
• Assist ISO 45001 audit preparation and documentation.
• Coordinate communications and support contractor flow.

Skills

Administrative support

MS Office

Excel

Word

Attention to detail

Confidentiality

Prioritisation

Customer-facing

Organisational skills

Tools

CAFM

DataStation

Vantify

Job description

Purpose of the Role

Reporting to the Technical Services Manager, the Operations Support Administrator will provide focused administrative support across the operational, compliance and financial processes of the Highcross Technical Services team, and the wider Operations Team, ensuring routine activity is managed accurately and consistently.

The role will take ownership of first-line permit administration, support our compliance and facilities management systems, coordinate routine communications and maintain quotation and budget records. It will also provide backup support for the Highcross Car Park reporting systems, financial systems with raising purchase orders, and be exposed to the retail delivery and contractor coordination at the site.

Key Responsibilities

• Uphold Highcross service standards through professional communication, accurate administration and responsive support for occupiers, contractors and the wider team.
• Build effective working relationships with the Technical Services team, occupiers and service providers to support coordinated service delivery at Highcross
• Take ownership of first-line permit administration: check contractor access requirements, risk assessments and method statements (RAMS), and supporting documentation for completeness; log submissions and route them to the appropriate authorised reviewer for technical assessment and approval.
• Maintain accurate records in our maintenance management system, entering planned and reactive activity, updating task information and processing task closures when the required completion records are available.
• Monitor planned preventive maintenance (PPM) schedules and outstanding tasks, follow up missing updates and escalations overdue activity to support the site in maintaining service level agreement (SLA) performance.
• Collate system data and supporting records for the management reports, identifying incomplete or inconsistent information to improve reporting accuracy and visibility of key performance indicators (KPIs).
• Maintain organised compliance records and provide administrative support for ISO 45001, audit preparation and statutory documentation, referring compliance decisions to the Compliance Manager.
• Provide backup support for retail delivery, helping to coordinate contractor flow, access arrangements and communications, and escalating operational issues to the appropriate team member.
• Triage the shared technical inbox, log and prioritise enquiries, route requests to the appropriate owner and expedite urgent matters to support timely responses and minimise disruption.
• Support the Technical Services Manager’s budget planning and monitoring by maintaining a quotation and expenditure tracker against the Technical Services budget, recording quotation status and highlighting discrepancies or items requiring review.
• Raise purchase orders for the Operations Department, prepare and review financial information for monthly reporting to the client.
• Be a primary administrator for Car Parking Issues, refunds, and inputting licence plates into the system. Prepare monthly car park statistics and work with the Financial Department to prepare reports.
• Prepare and maintain accurate correspondence, documents and administrative records, including quotation and contract information, to support financial accuracy and contract oversight.
• Support the wider Centre Management Team with finance and administrative tasks as required.

Person Specification

• Communicate clearly and professionally, both verbally and in writing.
• Maintain high standards of accuracy, presentation and attention to detail.
• Work collaboratively with management, operational teams and external service providers.
• Remain organised and responsive under pressure while managing competing priorities.
• Build effective working relationships through a professional and approachable manner.
• Exercise discretion when handling sensitive, commercial or confidential information.
• Manage records, deadlines and follow-up actions systematically.
• Identify administrative issues and suggest practical improvements to routine processes.
• Take ownership of allocated tasks and follow them through to completion.
• Exercise sound judgement within the administrative remit and escalates technical, compliance and financial decisions to the appropriate manager.
• Adapt flexibly to the demands of a busy, customer-facing operational environment.

Skills, Knowledge and Experience

Essential

• Experience of providing administrative support in a fast-paced, customer-facing environment.
• Experience of working with health and safety risk assessments and associated documentation, with an understanding of when specialist review is required.
• Confident written and verbal communication skills, including handling enquiries and liaising professionally with contractors and colleagues.
• Proficiency in Microsoft Office, particularly Excel and Word, with the ability to maintain accurate trackers and records.
• Ability to prioritise competing tasks and work flexibly within a busy, multidisciplinary team.
• Strong attention to detail when checking documents, entering data and maintaining administrative records.
• Understanding of confidentiality requirements when handling internal and external information.

Desirable

• Previous administrative experience within facilities management, retail or hospitality.
• Hold or be willing to obtain IOSH qualifications, working or managing safely (Company Funded)
• Knowledge of facilities management operations, with familiarity with permit systems, CAFM, DataStation or Vantify.

Working Hours - 40 hours (Mon-Fri): Shift Pattern 8:30am to 5:30pm

Salary - £28,000