Operational Support Specialist

2 days ago

Wembley, United Kingdom Cargiant Full time

As a key member of the Facilities Management team at Cargiant, this Operational Support Specialist role offers an exciting opportunity to provide high-quality administrative support to ensure seamless day-to-day operations.

About the Role

This dynamic position is responsible for supporting management in their daily duties, which includes the administration of front-line operational and strategic facilities, estates, and project management.

Key Responsibilities

  • General administration duties including ensuring the successful delivery and record of work requests and site visits for the company.
  • Management of staff tracking and timekeeping systems, ensuring timesheets are up to date and submitted within required deadlines.
  • Invoice reconciliation, tracking, and processing.
  • Administration of facilities management documentation and contracts.
  • Maintaining the FM team shared folder, ensuring folders and documents are kept up to date.
  • Organizing training for learning & development requirements.
  • Tracking and coordinating health and safety and work-related training as required.
  • Ensuring effective contractor attendance and contractor, third-party, and supplier vetting using company systems, processes, and procedures.
  • Management and implementation of team induction packs and programs for new starters.
  • Management of the team meeting calendar, ensuring attendance, agenda setting, and minute taking.
  • Desk planning and ordering office equipment as required.
  • Sourcing and ordering work equipment and materials for cleaning and maintenance teams as required.
  • Performing general clerical duties including copying, mailing, scanning, laminating, and filing.
  • Answering telephones and transferring calls to appropriate staff members where applicable.
  • Opening, sorting, recording, and distributing incoming correspondence, including emails.
  • Coordinating weekly team meetings and keeping up to date with diary management.
  • Managing team details, including daily attendance records, training records, and holiday records. Produce monthly summary reports and flag any issues.
  • Note-taking in facilities team meetings and sending out action reports.
  • Processing and managing purchase orders on behalf of the management team and allocating equipment.
  • Maintaining constructive relationships with a broad range of internal and external stakeholders.
  • Reporting regularly to management and other internal stakeholders as required by management.
  • Building effective professional relationships within the team.
  • Ensure planned maintenance activities are completed on schedule and within budget, and that urgent repairs are completed within approved timescales.
  • Supporting departmental financial processing and reporting.
  • Assist in the development and implementation of a multi-site maintenance, inspection, risk management, and repairs program.
  • Ensure effective communication with staff and contractors, including third parties and suppliers.
  • Participate in developing and improving department standards, methods, and processes that will improve yours and the company's performance and efficiency.
  • Proactively participate in furthering your professional development, maintaining growth in professional skills and knowledge deemed essential to the role.
Requirements

  • Experience in a similar role or possessing the required competencies.
  • Highly motivated and driven to deliver and learn within the role, with the ability to work independently and as part of a team.
  • Strong organisational skills.
  • Computer literate - Microsoft and other relevant software packages.
  • Excellent written, numeracy, and verbal communication skills.
  • Excellent client-facing and internal communication skills.
  • Effective at planning, monitoring, and reviewing.
  • Self-starter with high degree of initiative, urgency, and follow-through.
  • Possess strengths in organisational, attention-to-detail, reasoning, critical thinking, and problem-solving skills.
  • Ability to effectively work as part of a team and have a genuine desire to assist colleagues.
  • Ability and willingness to participate in developing and improving department standards, methods, and processes that will improve yours and the company's performance and efficiency.

The salary for this role is approximately £35,000-£40,000 per annum, depending on experience.

We offer a comprehensive benefits package, including opportunities for career growth and professional development.

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