Job Reference: /AR/23-07/1231/22/RP
Job Title: Operations Administrator
Location: Gracechurch Street, London
Salary: Competitive
Hours per week: Monday to Friday - 08:00 - 16:00
Purpose of the Role:
Specialist Window Cleaning (SWC), part of the OCS Group, are currently recruiting for an Operations Administrator to join our passionate and driven team based in London.
As Operations Administrator, you will be responsible and accountable for the organisation of the Commercial window cleaning teams, enabling the delivery of PPM and specialist cleaning services in an efficient, professional and customer-focused manner.
Duties and Responsibilities:
- Scheduling team works, ensuring that adequate staffing is allocated so works are completed in reasonable time.
- Ensuring signoff systems are up to date so operatives can record completed works.
- Maintaining databases of works including PPM planners, works lists etc.
- Booking in works with site/contacts, raising permits, completing pre-site forms where necessary.
- Supporting the billing of completed works each month, working to month end deadlines
- Logging of quotations raised by the team and ensuring all works to be billed have PO numbers which are logged on the correct documents for billing.
- Providing accurate and regular reports to the management on client performance.
- Supporting personnel management, including staff recruitment, performance assessment, training, and mentoring for the central team.
- Ensure that all Health and Safety planning, including risk assessments, COSHH, PPE and Health and Safety Plans co-ordinated by Account Director.
- Maintain records of RAMs, schedules, training certificates and H&S records via teams and any other shared platforms.
- Taking ownership of customer complaints, coordinating with resolution parties, and establishing effective communication between stakeholders.
- In-depth knowledge of escalation procedures, incident management, and other disciplines related to service delivery.
- Use of all business systems including Outlook, Teams, in-house management tools (including Big Change, Salesforce, Concept, Dynamics and the OCS hub) as well as customer systems such as Meridian and RiskWise.
Customer focused responsibilities:
- Take responsibility of service delivery to ensure outstanding customer service to the client, customers, and visitors.
- Be a customer service champion and take a proactive approach to customer service management.
- Provide regular reports and attend planned and ad- hoc meetings with client representatives to ensure service delivery satisfaction.
- To understand the working relationship between SWC and the client to ensure all actions work to maintain the relationship.
- Develop customer service training across the SWC team.
About you:
- You will have the ability to communicate with people of all levels including clients and internal contacts.
- At times you will have conflicting priorities and will need to be able to prioritise your tasks effectively.
- Excellent organisational, planning and time management skills to ensure all queries are actioned within a reasonable time frame.
- Small error in jobs being uploaded can result in big problems. Attention to detail to ensure things are correct is essential.
Benefits
- 25 days holiday + bank holidays
- Free fruit in our offices
- Employee Referral Scheme (if you refer a successful candidate to one of our vacancies)
- Wide range of retail discounts
- Regular social and charity events are held in our offices
- Get involved in charity events in the local community
How to apply
If you are interested in joining a business that encourages professional development, career progression and the chance to work with inspirational people then please click apply!
Alternatively, if you know someone whom you feel would be a good fit for this vacancy, click the link below to refer them and you could win up to £500! (T&Cs apply)
https://b/form/f3343c912a8643b69cfdc89dc2bbba8f