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.

Office Support Duties

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.

Consultant Support Duties

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, payroll, and credit control departments to ensure efficient resolution of issues and smooth business operations.
Manage online job portals and client accounts, reviewing incoming vacancies and allocating opportunities to the appropriate consultants.
Create candidate specification and availability lists for distribution to prospective, warm, and existing clients to support business development activity.
Conduct site visits with clients to explain timesheet procedures, payroll processes, and onboarding requirements.
Liaise directly with clients to take vacancy requirements, discuss workforce needs, and provide payroll and recruitment support where required.
Deliver high levels of customer service while ensuring compliance, operational efficiency, and effective account management across all client and candidate interactions.

Sector Analysis (Trades & Labour):

Creating and maintaining candidate records on Vincere to ensure the most up to date information is captured for consultants
Analyse and report on hot candidates in the market and gather information on skills and experience required from clients
Understand the end-to-end service process working closely with support service colleagues to maintain high standards of efficiency and candidate experience
Maintain a strong knowledge of competitors and the best sourcing techniques to develop and proactively enhance the company candidate acquisition strategy.

Candidate Acquisition:

Uses social media to advertise positions, attract candidates and build loyal relationships with them
Conducts candidate generation activities and ensures the calibre of candidates being marketed within sector is consistently high
Headhunting - identifying and approaching suitable candidates who may already be in work
Manage and coordinate the advertising of Trades & Labour vacancies across multiple job boards and recruitment platforms, ensuring roles are accurately posted and monitored.
Track the performance of job advertisements and maintain an organised pipeline of active vacancies.
Review applications, assess candidate suitability against client requirements, and conduct initial screening processes.
Arrange and coordinate candidate interviews, providing support and communication throughout the recruitment process.
Create and maintain candidate shortlists for submission to clients, ensuring all applicants meet the required skills, experience, and compliance standards.
Obtain and verify employment references and carry out pre-submission suitability checks to ensure candidates meet client and role-specific requirements.
Prepare candidate profiles and supporting documentation for client submission, maintaining high standards of accuracy and professionalism.
Support consultants and hiring managers by identifying high-quality candidates and contributing to the successful fulfilment of vacancies.

Candidate Development & Retention:

Negotiates pay and salary rates with candidates and finalise offers and agreement
Provides assistance to candidates after placement to ensure they are happy in role
Stay in regular contract with key candidates even when not actively worked to generate leads
Ensure all active and passive candidates are worked in accordance with EAA regulations (Compliance amongst temps) T&C's on perm and certification required on freelance
Demonstrate strict adherence within credit control as per company guidelines
Deal with all site queries
Act as the go between temps, site management and consultant

Personal Development

Continuously updates their sector and market knowledge through speaking to candidates and regular research
Maximises use of the company's intranet and People Development Programmes to support their personal skills and career development
Regularly updates their Business Plans and Personal Development Plans to evaluate their progress against their job role
Maintains a positive attitude, contributes to the life of the team through supporting colleagues and sharing business leads and information

Systems inc. Quality Management System (QMS)

Ensure that the QMS confirms to ISO9001:2015 (company Brand Standards)
Ensure processes are delivering intended outcomes
Report to Top Management on the performance of the QMS; on opportunities for improvement; on change requirements; on innovations
Ensure the promotion of customer focus
Ensure the integrity of the QMS is maintained
Compliance to company Standard