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Operations Manager

  • Location

    London

  • Sector:

    Facility / Cleaning

  • Job type:

    Permanent

  • Salary:

    Not Specified

  • Job ref:

    REF23899X

  • Published:

    about 1 month ago

  • Expiry date:

    2022-01-18

  • Client:

    Mitie

Job Description

  • To assist managing all Administration Processes

  • To be the first point of contact for the admin support team

  • Recruit new starters to the admin team as agreed with senior Ops and Account management

  • Fully participate and assist in the training of all new starters to the admin team

  • To provide management information and reporting data on a weekly basis and any additional reports as required

  • Be an example of best practice at all times particularly ensuring that accuracy in all input data etc is maintained.

  • To take the lead in ensuring IT processes and systems are properly and efficiently utilised

  • Constant communication and day-to-day correspondence with the Contract Management team

  • Ensure client liaison, is smooth and effective

  • Carry out annual appraisals (or greater frequency as the business dictates) of all admin team members

  • Update internal and external databases and administration systems as required

  • Ensure all compliance certification is received and processed as required

  • Accurately file manually and electronically as per business policy and procedures

  • Raise Purchase Order Requests

  • Absolute responsibility for capturing all costs including all materials and subcontractors

  • Raise all actions in the SAFE system and allocate to relevant managers

  • Final accurate closure of all regional actions in the SAFE system

  • Support financial processes e.g. aged debt and WIP reduction

  • Ensure that all health and safety company procedures are adhered to

  • Ownership of data systems and contract processes to ensure records are maintained and processes followed as appropriate

  • Create and manage contract report and supporting contract documentation

  • Assist in the preparation for client meetings

  • Manage the quote process for contracts

  • The timely completion of all scanning and uploading as required by the business

  • Administer the appointment and use of subcontractors

  • In conjunction with the General Manager Winter Maintenance organise rotas and extended shift times for admin staff to provide support to gritting/winter operations

  • In addition to the duties and responsibilities outlined you may be required to perform other duties assigned and requested by the Head of Operations or Head of Key Accounts

Candidate Description

  • Administration experience essential

  • Management experience essential including all aspects of a performance management process

  • Able to lead, motivate and manage a team effectively

  • Seeks out and takes opportunities to learn new skills as part of personal and professional development

  • Flexibility over working hours. In particular to cover occasional out of hours working to support winter maintenance

  • Lead by example in all role activities

  • Relevant experience of Microsoft packages

  • Excellent data entry skills

  • Financial Awareness

  • A flexible approach to working

  • A knowledge of facilities management sectors is desirable

  • Ability to manage own time and prioritise workload

  • Relationship building skills - in particular to be a self-starter willing to take the initiative when necessary and excellent ability to work well within a team structure, and support and guide team members as required

Employer Description

Mitie was founded in 1987, Mitie is the UK's leading facilities management and professional services company, looking after a large, diverse, blue-chip customer base, from banks and retailers, to hospitals, schools and government offices. Mitie has over 77,000 people, 100+ office locations, and thousands of customers across the country, there's no limit to what you can achieve if you work for us.