Operations Administrator

We are looking for a highly organised, commercially aware and proactive Operations Administrator to join our team.

This is a key role within our service operation. You will be responsible for coordinating engineers and risk assessors, managing customer requirements, keeping jobs moving from booking through to completion, and ensuring our teams have everything they need to deliver a high-quality service.

You will be dealing with multiple priorities every day, so this role will suit someone who naturally takes ownership, thinks ahead and enjoys solving problems rather than simply passing them on.

You will work closely with clients, engineers, suppliers and internal teams, acting as the link that keeps work flowing efficiently and ensures our customers receive a professional and responsive service.

This is a role for someone who likes to be in control of the detail, enjoys a fast-paced environment and takes pride in getting things right.

What you'll be responsible for

Client & Service Delivery

• Act as a key point of contact for clients and colleagues, responding confidently and professionally to enquiries relating to jobs, visits, quotations and invoices.
• Build strong working relationships with clients, engineers, risk assessors, suppliers and contractors.
• Coordinate the day-to-day requirements of engineers and risk assessors, ensuring they have the information, equipment, access and support required to complete their work effectively.
• Keep customers informed throughout the service process and proactively address issues before they become problems.
• Work collaboratively with colleagues and managers to deliver an efficient, responsive and customer-focused service.

Scheduling & Operational Coordination

• Own the scheduling and coordination of jobs, balancing due dates, engineer skills, geographical location, availability and operational priorities.
• Arrange and confirm customer appointments, ensuring visits are planned efficiently and communicated clearly.
• Monitor workloads and identify potential scheduling issues before they affect customers or operational performance.
• Coordinate contractors and suppliers, including issuing work and purchase orders where required.
• Ensure engineers have the appropriate information, stock, equipment and documentation ahead of visits.
• Process and order stock, maintaining accurate records and supporting effective stock control.
• Prepare and issue job documentation and ensure completed jobcards are returned, checked and processed within agreed timescales.
• Maintain accurate and up-to-date information across internal systems.
• Identify opportunities to improve efficiency, reduce unnecessary costs and maximise the commercial performance of service visits.

Invoicing & Administration

• Review completed work and supporting documentation to ensure jobs are ready for invoicing.
• Generate accurate invoices for completed works.
• Investigate and resolve discrepancies relating to jobs, quotations, jobcards and invoices.
• Carry out regular data cleansing and maintain high-quality operational records.
• Use spreadsheets and internal systems to monitor information, identify trends and support operational decision-making.

Quality, Compliance & Professional Standards

• Represent Allsaved professionally in every interaction with customers, colleagues, suppliers and partners.
• Maintain consistently high standards of accuracy, organisation and customer service.
• Follow company procedures, policies and relevant industry requirements.
• Work in accordance with Quality, Environmental, Health & Safety requirements, including PPE, accident reporting and internal safety procedures.
• Maintain confidentiality and handle customer and company information responsibly.
• Promote an inclusive, respectful and collaborative working environment.

What we're looking for

We're looking for someone who is organised, accountable and commercially minded, with the confidence to take ownership of a busy workload.

Essential

• Previous experience in a service coordination, scheduling, operations, technical administration, field-service or similar environment.
• Experience coordinating multiple engineers, technicians, contractors or other mobile professionals.
• Strong organisational skills and the ability to prioritise competing deadlines.
• Excellent attention to detail, particularly when working with dates, job information, financial data and customer records.
• Strong written and verbal communication skills.
• Confidence dealing directly with customers and resolving queries professionally.
• Good understanding of spreadsheets, data management and Microsoft Office.
• Ability to work independently, make sensible decisions and take ownership of tasks through to completion.
• Ability to remain calm, organised and solutions-focused when priorities change.
• A proactive approach you will naturally look ahead, identify what needs to happen next and act on it.

Desirable

• Experience within the fire protection, facilities management, building services, engineering, compliance or other technical service industries.
• Experience using service management, job management, CRM, ERP or scheduling systems.
• Experience preparing quotations, processing invoices or supporting commercially focused service operations.
• Knowledge of fire safety services and industry standards.
• GCSEs or equivalent in English and Maths.
• Full UK driving licence.

The type of person who will thrive here

You don't need to know everything about our industry on day one.

What matters most is how you work.

You'll probably be a great fit if you:

• Take ownership rather than waiting to be told what to do.
• Notice the small details that others miss.
• Can manage ten things at once without losing track of the eleventh.
• Are comfortable picking up the phone and having a difficult conversation when needed.
• Like solving problems and finding practical solutions.
• Understand that good customer service is about both what you deliver and how you communicate it.
• Can challenge something professionally when it doesn't look right.
• Care about accuracy, but don't become paralysed by perfection.
• Enjoy working with people across different roles and levels.
• Are commercially aware and understand that operational decisions have an impact on both customer experience and business performance.
• Take pride in being the person others can rely on.

Why join Allsaved?

You'll be joining a growing business where your contribution has a direct impact on how effectively we deliver our services and look after our customers.

We offer a supportive and collaborative working environment where initiative is valued, ownership is encouraged and solution-focused people who make a difference are recognised and rewarded.

What we offer

• Annual performance bonus scheme, recognising individual contribution and performance.
• Pension scheme.
• Overtime opportunities where available.
• Additional benefits available as part of our wider employee offering.
• Opportunities to develop your skills and take on greater responsibility as the business continues to grow.
• A collaborative working environment where your ideas and initiative are valued.
• Flexible discussion around your longer-term working location following successful completion of your probationary period.

Where you'll work

We offer a flexible working approach, with the opportunity to work from one of our offices in Billingshurst, West Sussex or Norwich, Norfolk, as well as the potential for hybrid or remote working once you are fully trained or have successfully completed your probationary period.

Your initial induction and training will take place at our Head Office in Billingshurst, West Sussex, giving you the opportunity to get to know our people, systems, processes and ways of working.

During your training and probationary period, your main working base will be agreed between Billingshurst or Norwich, depending on your circumstances and the requirements of the role.

Once you are fully trained and have successfully completed your probation, we are open to discussing the working arrangement that best supports both you and the business, whether that is office-based in Billingshurst or Norwich, hybrid, or remote.

We believe in giving people the flexibility to work effectively while maintaining the collaboration, communication and accountability needed to deliver an excellent service to our customers.