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