Administrator

We are looking for an organised and proactive Administrator to support the Operations Manager and the delivery of our East Lothian Schools contract. 

You will coordinate maintenance administration, maintain accurate records and produce reports, helping the team meet contractual requirements and maintain high standards of safety and customer care. You may also support other contracts within the East Business Unit when required.

Key responsibilities

• Coordinate planned preventative maintenance (PPM) and reactive work for janitorial teams, engineers and subcontractors, helping ensure work is completed within agreed timescales.

• Liaise with subcontractors to arrange attendance and obtain work authorisation forms, service reports and quotations.

• Schedule maintenance activities, upload and file service reports, and update and close work orders as instructed.

• Maintain training records and supplier documentation, including risk assessments and method statements (RAMS), qualifications and work authorisations.

• Maintain records for minor works, contract changes and insurance inspections.

• Support compliance with company policies and Integrated Management System (IMS) procedures.

• Compile monthly contract reports, malicious damage summaries and daily job reports.

• Take meeting minutes when required.

• Answer and direct telephone enquiries for the East Business Unit.

• Support the Operations Manager with general administration and workforce planning.

What we’re looking for

• Strong written and verbal communication skills.

• Confidence using Microsoft Outlook, Excel and Word.

• Excellent organisation, attention to detail and the ability to prioritise.

• A professional and helpful approach to customers and colleagues.

• A proactive, flexible approach to teamwork.

• The ability to remain calm and respond effectively under pressure.

• Experience within facilities management or a Private Finance Initiative (PFI) contract would be advantageous.

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.

Why Work for OCS?

✅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)