Operations Support Administrator

The key purpose of the job is to provide administration support to our core Business operations through effective coordination, planning, and administration. This team includes but is not limited to the resource scheduling of our technical teams, creating quotations for our Customers, all elements of sales order and purchase order processing through to invoicing and the co-ordination and administration of our property and facilities. It is a varied role that requires a highly organised individual who understands the importance of planning, process, working as a team and to deadlines and quality standards. Key Roles and Responsibilities: Managing multiple inboxes, both individual and shared Processing new sales opportunities for the Account Managers in our CRM system, including creation of quotations, requesting/gathering of vendor pricing and sending Quadris quotations to the customers once approved Dealing with initial customer queries or issues Renewal Management: Responsibility for ensuring client agreements are correctly entered into our PSA system and vendor portals are ready for go-live delivery of critical IT managed services Scheduling of all renewals in line with client agreements Using data driven reporting to monitor client licence usage against agreement numbers, and trigger pricing reviews with internal account managers where appropriate Office Management: Oversee general maintenance and organisation of the office, ensuring a clean, safe, and functional environment Monitor stock of office supplies Support the scheduling and hosting of visitors, ensuring a professional, welcoming and security compliant environment Organise office lunches and other related events as needed Ensure routine safety, health and environment audits activities and checks are carried out and to take a lead in identifying any risks or noncompliance and develop actions to minimise these risks to discuss with management Security and Asset Management: Liaising with 3rd party facilities and support suppliers, monitoring our service agreements with them, and the scheduling of their services in line with our audit scheduling Responsibility for our asset management administration for both Quadris and client assets Resource Scheduling: Scheduling resource across our Technical Consultants teams, to include project work, on-call rotas, maintenance work, site visits, and annual leave Supporting scheduling across all department areas including working collaboratively with our HR & People Development, Projects and Support, Alerts and Maintenance Teams. Coordination and booking of travel and accommodation arrangements for staff Operations Support: Full end to end management of the Sales order and purchase order processing for Customer orders through our professional services automation (PSA) system Administering a goods in/out process of equipment deliveries from receipt of goods through to entry into our asset management system (may involve visits to local storage facility) Organisation of the dispatch and delivery of goods to Quadris and on to our Customer sites as appropriate, ensuring relevant and correct shipping/export documentation as required Invoicing of Customer orders when processed or advised by Projects Finance Team Support: Support month-end closing activities by preparing necessary documentation and reports Run regular and ad-hoc reports to aid business development and functions Regular communication across all business areas to ensure efficient administration processes that support effective operational service delivery, and to our company standards Identify where additional operational support is required and escalate accordingly Maintaining all documentation and processes in line with our company quality standards Drive the use of automation and other concepts that offer the ability to drive efficiencies and / or increase quality standards in the business In addition to the duties and responsibilities outlined you may be required to perform other duties assigned and requested by the Management Team Essential Skills and Qualifications: Educated to GCSE Level with minimum of A-C /5-9 Grade in Maths and English You will be a highly motivated individual, capable of working on your own initiative and as part of a team, and be proactive in finding positive solutions to matters as they arise You will be a highly organised and efficient administrator with excellent attention to detail, able to manage and prioritise multiple diverse tasks whilst maintaining confidentiality at all times Work well under pressure within a team and be willing to take on colleagues’ tasks when the need arises, and to provide cover during periods of absence or peak periods Strong in planning and organising your time, and that of others and in a positive manner Excellent written and verbal communication skills Customer Care - Capable of delivering results, and exceeding customer expectations through effective planning and administration Good IT Skills, with proficiency in Microsoft 365 Products, particularly Excel and MS Teams Previous experience of working within a sales admin / order processing role Desirable Skills and Qualifications: Previous experience working within a sales, relationship and/or account management environment. Previous experience of working within an MSP Risk aware and understand the strategies for managing risk. Industry product and service knowledge preferred Experience working in an environment with a scheduling or compliance focus Experience of ISO27001 & ISO9001 Facilities administration experience in the service industry Experience of establishing & reviewing internal administration processes Ability to generate, develop and present ideas and suggestions for improvements in order to achieve more effective working practises The key to our success is the service that is delivered to our clients, that service is delivered by you and therefore we are in the people business. We take care of our people by offering: 25 days paid leave + Bank Holidays, Contributory Pension Scheme, tiered contributions rising to 7% with length of service, Death-in-Service Benefit x4 annual salary (after 3-month qualifying period), Free independent financial wellbeing advice when you join us, Tailored personal development plans and career journey planning, Fully/Partially Funded training (Subject to agreement with your Line Manager/Business Needs), Free parking, Environment that focuses on your wellbeing.

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