Welcome to Hub Site Services! We are a Facililites Management company established in 2016 and based in Sheffield.

Following a successful 8 years of development in the construction industry, we are looking to expand our team with an organised and detail focused Admin & Operations Co-ordinator.

We are a small company with a small and dedicated team who can provide all of the training required to succeed in the role, along with continued support and communication throughout.

Ideally we are looking for someone who requires flexibility and a work/life balance. Therefore, we are offering a part time position, with the ideal hours of 9:30am - 2pm (which includes a half an hour break), 4 days a week. This will allow flexibility around school hours for any applicants with children.

This will be an office based role and a parking space will be provided. We are flexible however, and if on occasion you need to WFH, we can accommodate that.

Benefits include:
Work Laptop
22.5 days holiday + bank holidays on top

Your responsibilities will include:

• Raising callouts (creating folders in the server, and uploading to Servicem8)
• Raising purchase orders and sending invoices
• Checking job dates with clients
• Obtaining documentation from contractors
• Checking, re-badging and sending paperwork on to clients
• Following up with clients after jobs are completed
• Adding new contractors onto Xero
• Retrieving dates from contractors and checking with clients, in order to book them in and send calendar invites
• Completing shopping centre access permit requests
• Monthly stationery checks
• Sending RAMS for contractors to sign on DocuSign and ensuring they are received back prior to jobs starting
• Sending RAMS to clients prior to jobs starting
• Reviewing contractors insurances and other documentation for any outdated paperwork, chasing for any up to date documentation
• Sending all relevant paperwork as required
• Chasing paperwork following jobs
• Sending contractors packs in order to set any new contractors up on our system, then filing them and all relevant paperwork on server
• Ensuring contractors take and send photos of completed works
• Holiday cover for other task
• Chasing contractors for availability
• Uploading bills to the system
• Any other tasks as the job entails

Requirements:

• Minimum 2 years’ experience in an administrative or operationally focused position
• Good understanding of Microsoft office, including Outlook, Excel, and Word
• Keen eye for detail and a high level of organisational skills
• Due to the fact that you will have to chase documentation over the phone, a professional and friendly phone manner is required
• Any prior experience with Xero, Servicem8, or Docusign would be beneficial but not essential