Smart Parking Limited
Operations Support Administrator
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Overview
We are looking for a highly organised and detail-oriented Operations Support Administrator to join our Operations team.
This is a varied, administration-focused role providing day-to-day support across operational activities. The successful candidate will be responsible for maintaining accurate records, processing documentation, coordinating logistics, supporting signage administration, raising purchase orders, and ensuring operational information is kept up to date.
The role would suit someone with previous administration, coordinator, office support or operations support experience who enjoys working in a busy environment and takes pride in producing accurate, high-quality work.
Whilst the role supports operational projects, it is not a project management position.
Responsibilities
Administration and Operational Support
- Provide general administrative support to the Operations team.
- Maintain accurate records, databases, spreadsheets and filing systems.
- Process correspondence, documentation and operational requests.
- Update operational trackers and ensure information is accurate and current.
- Assist with scheduling activities and maintaining operational documentation.
- Support the Operations Manager with day-to-day departmental administration.
Signage Administration and Design Support
- Design and produce site signage and associated materials using Adobe Creative Suite or similar software.
- Ensure signage designs comply with company brand standards and operational requirements.
- Manage sign proofing, amendments and approvals.
- Maintain an organised library of artwork, templates and design files.
- Ensure signage records and documentation are accurately maintained.
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Procurement and Supplier Support
- Obtain supplier quotations and maintain quote records.
- Raise purchase orders and requisitions in line with company procedures.
- Track deliveries and follow up with suppliers where required.
- Monitor stock levels and support the replenishment of operational materials.
- Maintain procurement records and documentation.
- Liaise with suppliers to support the smooth delivery of materials and services.
Travel and Logistics Coordination
- Arrange travel, accommodation and other logistical requirements for operational teams.
- Maintain records of bookings and associated costs.
- Ensure travel arrangements are communicated clearly and in a timely manner.
- Support operational planning by coordinating logistical requirements.
Documentation and Record Management
- Maintain accurate operational documentation and records.
- Update existing risk assessments, method statements and other operational documents as required.
- Ensure documents are correctly filed, version controlled and stored in accordance with company procedures.
- Prepare simple reports, summaries and presentations when required.
Communication and Team Support
- Act as a point of contact for operational administration queries.
- Liaise with internal departments, suppliers and operational teams.
- Support effective communication across the Operations function.
- Ensure required documentation and information is available to support operational activities.
- Assist with the onboarding of new team members from an administrative perspective.
Continuous Improvement
- Identify opportunities to improve administrative processes and ways of working.
- Support the implementation of process improvements within the Operations team.
- Assist with audit preparation and compliance-related administration.
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Skills and Experience
Essential
- Previous experience in an administration, office support, coordinator or operational support role.
- Excellent attention to detail and accuracy.
- Strong organisational skills and the ability to manage a varied workload.
- Good working knowledge of Microsoft Office 365, including Word, Excel, Outlook and Teams.
- Experience maintaining records, documentation and spreadsheets.
- Strong written and verbal communication skills.
- Ability to prioritise tasks and work to deadlines.
Desirable
- Experience raising purchase orders and dealing with suppliers.
- Experience arranging travel and logistics.
- Basic design skills and familiarity with Adobe Creative Suite or similar software.
- Experience working within an operations, logistics, facilities or service delivery environment.
Who This Role Would Suit
This role would suit someone who:
- Enjoys administration and working with systems and processes.
- Has excellent attention to detail and takes pride in producing accurate work.
- Enjoys organising information and maintaining records.
- Is comfortable dealing with multiple tasks and deadlines.
- Likes working as part of a team in a busy office environment.
- Is looking to develop a career in operations support and administration.
Key Skills
- Administration
- Organisation and planning
- Attention to detail
- Data entry and record keeping
- Document control
- Communication
- Time management
- Problem solving
- Microsoft Office 365
- Accuracy and accountability
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