Project Administration & Onboarding Specialist

Manchester Arndale; Stirling; Hybrid; GBP 19,000 - 24,000; Full time

Benefits offered by this job

Award‑Winning employer

Digital learning

Retail perks via Hapi app

Professional growth

Wagestream access

Job summary

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.

We are seeking an organised Administration Assistant to support our Frameworks Division, handling documentation, onboarding, timesheets and project reporting. The role requires a proactive approach and the ability to adapt to changing priorities in a busy

Qualifications

• Strong organisational skills and attention to detail.
• Excellent written and verbal communication skills.
• Working knowledge of Microsoft Excel, Word, PowerPoint and Project.
• Ability to manage competing priorities and meet deadlines.
• Confidence maintaining records and handling information with discretion.
• Ability to work independently and as part of a team.

Responsibilities

• Respond to internal and external emails and telephone enquiries professionally, directing queries to the appropriate team members.
• Maintain accurate records and carry out general administrative duties, including filing, scanning, copying and preparing documents.
• Collate and issue project drawings to Project Managers and site teams.
• Support onboarding of new vendors with the Procurement team, tracking progress and following up outstanding information.
• Collate monthly hire reports and distribute them to Project Managers.
• Prepare site packs and health and safety folders, ensuring the required documentation is included and kept up to date.
• Issue reporting templates and collate information for monthly project reports.
• Maintain training records, certificates and cards for project and site personnel.
• Arrange meetings, appointments and travel, preparing supporting documents where required.
• Coordinate onboarding arrangements for new employees, including IT requests and PPE.
• Maintain up-to-date records of changes to the Projects fleet.
• Compile weekly site staff timesheets in Excel and submit them to Payroll within the required deadlines.
• Provide regular updates to the Admin Manager on progress and outstanding tasks.
• Support Project Coordinators, office colleagues and management teams with day-to-day administration.
• Build effective working relationships across internal business teams.
• Handle confidential and sensitive information appropriately.
• Identify opportunities to improve administrative processes.
• Adapt to changing duties and priorities, supporting different administrative tasks as the needs of the team and division evolve.
• Attend relevant training and undertake other reasonable duties as required.

Skills

Organisational skills

Communication skills

Attention to detail

Time management

Discretion

Teamwork

Tools

Excel

Word

PowerPoint

Project

Job description

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.

We are seeking an organised Administration Assistant to support our Frameworks Division, handling documentation, onboarding, timesheets and project reporting. The role requires a proactive approach and the ability to adapt to changing priorities in a busy