Operations Support Admin

Overall Purpose

You will be involved in general administrative and support function to the Account Management team within St James. You will be comfortable working in a fast-paced environment, thinking on your feet and enjoy problem-solving on a daily basis.

• Providing general administrative support for the FOH Account Management team & Office Manager.
• Ordering of site equipment, products, uniform that support the efficient running of the front of house services for all sites.
• Maintain purchase requests.
• Organise, source and maintain SIA and First Aid course bookings.
• Keep an accurate log of expiry dates and all course details.
• Chase and own the SIA database to ensure it is uptodate.
• Be responsible for confirming attendance and completion of all pre‑course work for all courses by the attendee.
• Assisting the Account Managers with the Social Value Portal and ESG presentations.
• Creating quotations for sites with the appropriate mark‑up.
• Creation of PowerPoint presentation for all added value items for the support of the front of house team. This includes uniform, branded items, coffee machines, stationery, office/reception supplies, etc.
• Firm understanding of different brands, midrange, luxury and exclusive items.
• Filing, photocopying, and answering the phone.
• Answering office buzzer for visitors and verifying before granting access to the building.
• Updating and maintaining databases and spreadsheets.
• Organising, support and assisting with events for sites and head office throughout the year (e.g., Valentine Summer, Christmas).
• Being a point of contact for suppliers when organising events or ordering stationery and/or site products.
• Maintaining the supplier database.
• Creating and maintaining a pop‑up database for buildings to refer to.
• Communicating with IT for new/replacement phones/laptops for the operations team.
• Responding to queries and orders within a timely manner.
• On occasions cover site on an ad‑hoc basis and only in emergencies.
• Deliver packages to site/post office as and when required.
• Booking travel arrangements.
• Requesting and chasing POs.
• Updating finance sheets with expenditure for Account Managers.
• Expense Processing for the Account Management Team.
• Flexible with working hours if there is a deadline to meet.
• Any other duties as deemed necessary to support the client, customer, colleagues and St James.

• Previous administrative experience required.
• Ability to work in a busy environment.
• Comfortable with talking on the phone in an open‑plan office.
• Ability to meet tight deadlines and work under pressure.
• Warm, friendly and approachable.
• Ability to be discreet.
• Exceptional organisational and time management skills with the ability to prioritise workload.
• Excellent communication skills.
• Reliable with a proactive nature.
• Proficient in full range of Microsoft applications (Word, Excel, PowerPoint, Access, Outlook).
• Strong attention to detail while handling queries, recording information and updating database.
• Creative.