Operations Coordinator​/Administrator

Key Responsibilities Candidate Support

• Coordinate candidate onboarding by ensuring all new starters are registered and set up with the payroll department.
• Distribute timesheets to temporary workers and ensure timely submission of completed timesheets.
• Monitor outstanding timesheets and proactively follow up with candidates and clients to obtain missing documentation.
• Respond to and resolve payroll and pay-related queries in a professional and timely manner.
• Maintain, update, and manage central compliance spreadsheets, including creating and updating formulas, tracking key metrics, and providing regular reports to consultants and management.
• Source and recruit skilled trades personnel across a variety of sectors and disciplines.
• Provide administrative and operational support to the Trades team as required.
• Conduct Right to Work and ECS card checks to ensure compliance with legal and client requirements.
• Manage the registration and onboarding process for Limited Company contractors, ensuring all required documentation is obtained and compliant.

• Maintain and update candidate and booking records within Vincere, ensuring placements are accurately extended, amended, or unbooked as required.
• Provide comprehensive administrative support and undertake ad hoc duties as directed by the Director.
• Ensure the office environment is maintained to a high standard, presenting a professional and welcoming atmosphere for clients, candidates, and visitors.
• Manage incoming telephone calls to the Southampton office, accurately recording messages, transferring calls where appropriate, and delivering exceptional customer service to clients, suppliers, and candidates at all times.
• Produce and distribute regular management reports, including job fill rate and performance metrics, to support branch operations and decision-making.
• Prepare, maintain, and update office KPI dashboards and communication boards, ensuring key performance information is visible and up to date.
• Oversee and manage the use of umbrella companies, ensuring compliance with company policies and relevant regulations.
• Support branch operations by maintaining accurate records, monitoring key administrative processes, and contributing to the efficient day-to-day running of the office.

• Liaise with site managers, quantity surveyors, and clients to obtain purchase orders (POs) and ensure all documentation is received and processed promptly.
• Manage candidate start dates, ensuring all compliance requirements and purchase orders are in place before placements commence.
• Resolve a wide range of operational and payroll-related queries, including CIS registrations, payslip breakdowns, timesheet discrepancies, and contractor onboarding issues.
• Produce and distribute client-specific management reports for key accounts, providing accurate performance and workforce data.
• Conduct market mapping and identify potential business development opportunities, reporting findings and target areas to consultants.
• Act as the office's Vincere system super user, providing guidance and training to consultants on searches, bookings, compliance procedures, right-to-work checks, and best practice system usage.
• Support the management of key client accounts including acting as the primary office contact, coordinating communications, and completing all administrative processes associated with new placements.
• Build and maintain strong client relationships, acting on behalf of consultants when required, including during periods of leave, site visits, or high workload.
• Assist consultants with workload management by creating and maintaining task lists and prioritising day-to-day operational activities.
• Coordinate communication between recruitment teams, accounts,…