Administration Assistant

We are looking for an organised and proactive Administration Assistant to support our Frameworks Division.

Working closely with the Frameworks Admin Manager, Project Coordinators and management teams, you will provide administrative support across our projects. Your work will help ensure that project documentation, timesheets, training records and onboarding arrangements are accurate, up to date and completed on time.

This is a varied role, with duties and priorities evolving to reflect the needs of the team and division. You will need a flexible approach and a willingness to support different administrative activities as requirements change.

Key responsibilities

Respond to internal and external emails and telephone enquiries professionally, directing queries to the appropriate team members.

Maintain accurate records and carry out general administrative duties, including filing, scanning, copying and preparing documents.

Collate and issue project drawings to Project Managers and site teams.

Support the onboarding of new vendors with the Procurement team, tracking progress and following up outstanding information.

Collate monthly hire reports and distribute them to Project Managers.

Prepare site packs and health and safety folders, ensuring the required documentation is included and kept up to date.

Issue reporting templates and collate information for monthly project reports.

Maintain training records, certificates and cards for project and site personnel.

Arrange meetings, appointments and travel, preparing supporting documents where required.

Coordinate onboarding arrangements for new employees, including IT requests and PPE.

Maintain up-to-date records of changes to the Projects fleet.

Compile weekly site staff timesheets in Excel and submit them to Payroll within the required deadlines.

Provide regular updates to the Admin Manager on progress and outstanding tasks.

Support Project Coordinators, office colleagues and management teams with day-to-day administration.

Build effective working relationships across internal business teams.

Handle confidential and sensitive information appropriately.

Identify opportunities to improve administrative processes.

Adapt to changing duties and priorities, supporting different administrative tasks as the needs of the team and division evolve.

Attend relevant training and undertake other reasonable duties as required.

Skills and experience

Strong organisational skills and attention to detail.

Excellent written and verbal communication skills.

Working knowledge of Microsoft Excel, Word, PowerPoint and Project.

Ability to manage competing priorities and meet deadlines.

Confidence maintaining records, preparing documents and handling information accurately.

Ability to maintain confidentiality and handle sensitive information with discretion.

Ability to work independently and collaboratively as part of a team.

A flexible and adaptable approach to changing responsibilities and business needs.

Willingness to learn new systems and develop your skills.

About you

You will be reliable, approachable and self-motivated, with a positive attitude and a commitment to providing a high standard of support.

You will be comfortable working in a busy environment, using your initiative and keeping colleagues informed. You will enjoy building working relationships and helping the wider team deliver its projects successfully.

OCS UK & Ireland is a leading facilities management company with 50,000+ colleagues and a turnover in excess of £2bn. We deliver innovative, award-winning services within facilities management, hard services, cleaning, security and catering.

Our mission is to make people and places the best they can be for our colleagues, customers and the communities we serve. Our commitment to doing business the right way is rooted in our TRUE values - Trust, Respect, Unity, and Empowerment.

✅ Award-Winning Employer : Ranked 36th on Glassdoor’s Best Companies to Work For 2025 — we value and motivate our people.

🚀 Digital Learning : The OCS Academy offers digital courses and resources to help you build skills and grow your career.

🙂 Retail Perks With our Hapi app, you can gain access to exclusive discounts, rewards and wellbeing resources.

📝 Professional Growth : 600+ live learners across UK&I — Empowering colleagues with further development and qualifications!

💰 Flexible Pay : Access a portion of earned wages before payday with our Wagestream App! (Contract Specific)