Operational Administrator

Overview

We are seeking a highly organised and proactive Operational Administrator to support the day-to-day administrative functions across fleet, facilities, maintenance, stores, and operational departments. The successful candidate will play a key role in ensuring efficient record management, reporting, procurement coordination, staff support, and operational administration in a fast-paced environment.

Key Responsibilities

Fleet Administration

• Manage vehicle tracking reports, service schedules, licensing records, and fleet documentation.
• Coordinate vehicle services, repairs, renewals, and fleet-related administration.
• Maintain fleet registers, spreadsheets, and filing systems.
• Manage fleet cards, tags, and key control processes.
• Liaise with fleet management and operational staff.
• Coordinate meetings and prepare meeting minutes.

Facilities Administration

• Support facilities management through administration, procurement, stock control, and record keeping.
• Coordinate maintenance and servicing of office equipment and facilities.
• Assist with IT-related administration and equipment management.
• Manage facilities registers, files, and documentation.
• Act as a liaison between facilities teams and service providers.

Maintenance Administration

• Capture and maintain maintenance records, inspection reports, photographs, and check sheets.
• Support maintenance teams with administrative coordination and reporting.
• Manage maintenance registers, filing systems, and operational documentation.
• Coordinate procurement requests and stock control activities.

Stores Administration

• Assist with stores administration, stock control, and related operational support as required.

General Operations Administration

• Maintain electronic and physical filing systems.
• Create and manage operational spreadsheets, reports, and registers.
• Support procurement processes and supplier coordination.
• Liaise with operational field staff and departmental managers.
• Coordinate meetings and compile meeting minutes.
• Respond to and manage general operational enquiries.

Project and Call-Out Support

• Provide administrative support to operational projects and emergency call-out activities as required.

Minimum Requirements

• Minimum 5 years'''''''' experience in an administrative role.
• Minimum 2 years'''''''' working experience using Microsoft Excel, Word, and Outlook.
• General understanding of fleet, facilities, maintenance, stores, and operational functions.
• Strong computer literacy and the ability to learn new systems and software quickly.
• Own reliable transport.

Key Skills & Competencies

• Strong organisational and administrative skills
• Advanced proficiency in Microsoft Office, particularly Excel
• Data management and accurate record keeping
• Filing and document control
• Procurement administration
• Strong communication and interpersonal skills
• Problem-solving and analytical thinking
• Attention to detail and accuracy
• Ability to manage multiple priorities and deadlines
• Process improvement and workflow management
• Adaptability and flexibility
• Ability to work effectively in a busy, fast-paced environment
• Teamwork and collaboration
• Strong sense of urgency and accountability
• Positive attitude and willingness to learn
• Emotional intelligence and professional conduct

Ideal Candidate

The ideal candidate is an organised, detail-oriented administrator with excellent communication skills and the ability to support multiple operational functions simultaneously. They will be comfortable working in a dynamic environment, managing competing priorities, maintaining accurate records, and contributing to the smooth running of operational activities across the business.