Subcontractor Onboarding & Ops Coordinator – Bristol

Thrive SW; West of England; On-site; GBP 26,000 - 32,000; Full time

Job summary

Thrive SW in Bristol is seeking a Business Support Administrator to join our brand new office. You will coordinate subcontractor onboarding, manage supplier and subcontractor administration, and assist with tender submissions.

The role requires strong admin and customer service experience, attention to detail, and the ability to work across Operations, Finance and Procurement to ensure on-time processing.

Qualifications

• Previous experience in an administration, coordination or business support role.
• Strong organisational and time-management skills.
• Excellent attention to detail and accuracy.
• Confident communicating with suppliers, subcontractors, customers and internal teams.
• Good written and verbal communication skills.
• Ability to manage multiple tasks and competing deadlines.
• Good working knowledge of Microsoft Office, particularly Excel, Word and Outlook.
• Experience within facilities management, construction, property services or a similar environment would be advantageous.
• Experience dealing with subcontractors, suppliers, purchase orders or invoices would be desirable.

Responsibilities

• Coordinate onboarding of new subcontractors from initial approval through to becoming an active supplier.
• Collect and maintain required subcontractor documentation, including insurance certificates, accreditations, qualifications and company information.
• Ensure subcontractor records are complete, accurate and kept up to date.
• Monitor expiry dates for relevant documentation and follow up with subcontractors where renewals are required.
• Maintain the approved subcontractor database.
• Support the administration of subcontractor agreements and associated documentation.
• Act as a key administrative point of contact for supplier and subcontractor queries.
• Investigate and resolve routine queries relating to purchase orders, works orders, invoices, job information and payments.
• Liaise with Operations and Finance to resolve discrepancies and ensure queries were dealt with promptly.
• Maintain clear records of outstanding queries and follow up where required.
• Build positive working relationships with key suppliers and subcontractors.
• Coordinate the administration of subcontractor payment queries.
• Check subcontractor invoices against purchase orders, works orders and relevant job information.
• Liaise with Operations and Finance to resolve discrepancies and obtain approval for payment.
• Assist with ensuring subcontractor invoices are processed accurately and within agreed timescales.
• Investigate payment queries and provide updates to subcontractors.
• Maintain appropriate records to support financial control and audit requirements.
• Provide administrative support to the wider Operations and Administration teams.
• Assist with process improvement and the development of administrative procedures.
• Provide holiday and absence cover for other administration functions where appropriate.
• Undertake other reasonable administrative duties in support of the business.

Skills

Organisational skills

Time-management

Attention to detail

Communication with suppliers

Microsoft Office

Excel

Problem solving

Team coordination

Job description

Thrive SW in Bristol is seeking a Business Support Administrator to join our brand new office. You will coordinate subcontractor onboarding, manage supplier and subcontractor administration, and assist with tender submissions.

The role requires strong admin and customer service experience, attention to detail, and the ability to work across Operations, Finance and Procurement to ensure on-time processing.