Keyholding Administrative Assistant

About The Company

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.

Hours: 45 hours per week, Monday–Friday

Location: OCS Control Room Ipswich

Contract Type: Full-time

We are looking for a highly organised and detail‑driven Keyholding Administrator to join our national Keyholding team based at OCS Ipswich. This role is essential in ensuring the smooth day‑to‑day coordination of keyholding activities, mobile service operations, compliance administration, and accurate data handling across our systems. You will work closely with operational teams, service partners, and internal stakeholders to maintain precise records and deliver a consistently high‑quality administrative service.

• Manage and update keyholding records, ensuring accuracy and compliance at all times.
• Monitor and maintain data within Timegate and/or other workforce management and recording platforms.
• Prepare and analyse reports using Microsoft Excel, including pivot tables, VLOOKUP/XLOOKUP, formulas, and data validation.
• Support daily operations by processing requests, actioning updates, and maintaining audit trails.
• Liaise with internal teams, mobile operators, and external partners to ensure all key movements and site information are recorded correctly.
• Assist in investigating data discrepancies, service issues, and compliance breaches.
• Maintain and update digital filing systems, spreadsheets, and databases.
• Provide general administrative support to the wider Keyholding and Mobile Operations teams.

• Advanced Excel skills (pivot tables, VLOOKUP/XLOOKUP, conditional formatting, data cleansing, reporting).
• Strong IT literacy, including confident use of Microsoft 365 tools (Outlook, Teams, Word, SharePoint).
• Finance background (desirable but not essential).
• Strong communication and interpersonal skills.
• Ability to work independently and prioritise workload effectively in a fast‑paced environment.

A proactive administrator who enjoys problem‑solving, working with data, and supporting operational teams. You’ll be someone who takes ownership of tasks, thrives on accuracy, and can confidently navigate digital systems.

We are an equal opportunities employer and rely on a diverse workforce with a broad range of knowledge, skills, and backgrounds to deliver our goals. We offer an inclusive and welcoming environment and actively encourage applications from all individuals regardless of race, gender, nationality, religion, sexual orientation, disability, or age.