Administration and Accommodation Coordinator
To provide a cohesive site administration and accommodation booking service that promotes the timely delivery of operations and supports all designated internal/external contacts and communications, in addition to providing executive admin support to the site management team.
Structure and reporting relationship
Assists key Serco staff in running operations on site (namely the Soft Services Supervisor, Client Accommodation Manager, Fleet Supervisor and Interpreter) and reports directly to the Serco Site Manager.
Provide administrative support services to the Site Manager, Soft Services Supervisor, Authority Accommodation Manager, Fleet Supervisor and Interpreter.
Responsible for tracking, updating and coordinating site audit mechanisms for IMS, Risk (eStrim) and statutory procedural reviews.
Coordinate the custody of financial information and records;
– Vendor contracts and correspondence
– Manage and maintain vendor files and ensures that all information on contract files is kept up to date (including original contracts, trade licenses and guarantees)
Assist in capturing all information relating to vendor agreements, payment requests, purchase orders etc. promptly
Manage purchase orders and invoice payments (main supplier point of contact), liaising with Serco finance department and vendors as necessary to ensure a robust supply chain.
Ensure that all income and operating costs are correctly charged and accounted for.
Assist in the managing of accommodation requests as directed by the Authority Accommodation Manager
Co-ordinate the delivery of maintenance/cleaning (and other) requests on an as-required basis, acting as the main point of contact for the off-site Serco helpdesk.
Issue Client and Management reports as requested.
Co-ordinate filing and record keeping requirements,
Assist in delivering Strategic Asset management outcomes.
Assist the site management team with planning and policy development.
Ensure that policies and procedures laid down by management are followed accurately at all times.
Conduct regular self-audits to validate information.
Perform miscellaneous administrative duties.
Be available to work out side of normal hours as required by the Site Manager
Ensure compliance with the company IMS relevant to the position.
Effectively communicate with colleagues and Authority (UK Ministry of Defence) representatives.
All work is to be performed as per HSE regulations, municipal by-laws, government legislation and Building codes.
Perform other works as directed by site manager from time to time.
Essential technical and professional skills , knowledge and qualifications
Knowledge of administration and management processes within a large organisation
Delivery-focused individual with the ability to work in a self-sufficient manner
Able to manage workload to tight deadlines and prioritise as necessary in a dynamic environment
Able to build strong working relationships
Shows confidence in communication
Customer-focused with a drive to deliver exceptional service
Serco is an international service company which supports governments, agencies and the private sector to improve their services, overcome challenges and achieve strategic goals. Around the world, Serco employs over 50,000 people who offer operational, management and consulting expertise in the aviation, defence, health, home affairs, government, technology, transport and commercial sectors. Serco has extensive experience in consulting, outsourcing and systems integration. We provide safe,