Operations Administrator

Job Description

Operations Administrator, Central Operations and Facilities Support 

Hours of work 9am – 5.30pm

Hybrid role – must be able to commit to a minimum of four days in the office (working from home on Fridays)

Role summary

This is a high-quality administrative role within Central Operations, supporting both the Central Operations and Facilities teams. You will be trusted to keep day to day activity organised, visible and moving, ensuring requests are tracked, stakeholders are updated, and key processes run without friction.

This role suits a strong administrator who takes pride in accuracy, works at pace, and is confident managing multiple priorities. You will be expected to take ownership of your workload, spot gaps, and keep things on track with minimal supervision.

Reporting line

Reports to: Central Operations Manager
Working closely with: Central Operations and Facilities Managers

Key responsibilities

Central Operations support

1. Coordinate meetings, prepare agendas, capture clear actions, and track progress to completion.
2. Actively manage shared inboxes, ensuring requests are prioritised, assigned and followed through.
3. Maintain operational trackers with a high level of accuracy and ownership, ensuring data is current and reliable.
4. Support delivery of internal communications, ensuring clarity, consistency and timely distribution.
5. Maintain structured document control, ensuring teams are always working from the correct version.
6. Support audit readiness by organising evidence and proactively chasing outstanding actions.

Facilities support

1. Own the logging and tracking of facilities requests, ensuring clear visibility of status and next steps.
2. Coordinate with contractors and suppliers, confirming bookings and ensuring commitments are met.
3. Maintain well organised records including service schedules, contractor details and compliance documentation.
4. Support purchase order processes and resolve basic invoice queries promptly.
5. Coordinate planned maintenance visits and ensure completion is recorded and no actions are left open.
6. Recognise and escalate urgent issues quickly, ensuring the right people are engaged without delay.

General administration

1. Deliver a responsive and professional service, keeping stakeholders informed at all times.
2. Maintain high quality records and filing systems that are easy to navigate and audit ready.
3. Identify inefficiencies and suggest practical improvements to streamline processes.
4. Support wider operational activity and projects as required.

Skills and experience

Essential

1. Solid experience in an administrative or operations support role.
2. Strong organisational skills with the ability to manage a busy and varied workload.
3. Excellent attention to detail with a focus on getting things right first time.
4. Confident communication skills with the ability to deal with different stakeholders.
5. Good working knowledge of Microsoft 365 including Outlook, Excel, Word and Teams.
6. Able to take ownership, prioritise effectively and follow through on tasks.

Desirable

1. Experience supporting facilities or contractor coordination.
2. Familiarity with service desk systems or request tracking tools.
3. Experience maintaining trackers and producing basic operational reports.

Behavioural expectations

1. Takes ownership and delivers without constant supervision.
2. Works with pace and stays organised under pressure.
3. Communicates clearly and keeps people informed.
4. Shows initiative and looks for better ways of working.
5. Demonstrates reliability, consistency and strong attention to detail.

About Us

GSF Car Parts is one of the UK’s leading automotive parts distributors, supplying thousands of independent garages throughout the UK and Ireland with parts, tools, garage equipment and specialist training. The group has over 217 branches nationwide and a turnover exceeding £560 million. Built on the heritage and success of a dozen local brand identities acquired over several years, we have traded as one brand since November 2021. Our branch network is bolstered by centralised support and expertise from specialist departments in key areas such as procurement and supply chain, marketing and national accounts. The business also benefits from integrated IT systems, which include our industry leading catalogue system, Allicat, and access to the Group's national garage programme, Servicesure