Administration Supervisor

An established and growing organisation is seeking an Administration Lead to support a busy operational department and oversee a high-performing administration function. This role will play a key part in coordinating customer-facing processes, maintaining accurate records, ensuring compliance requirements are met, and facilitating effective communication between customers, third-party contacts and internal teams.

This is an excellent opportunity for an organised and proactive professional who enjoys working in a fast-paced environment and can balance hands-on administration with team leadership responsibilities.

Key Responsibilities

• Coordinate appointments and administrative activities with external contacts, ensuring all arrangements are made efficiently and accurately.
• Communicate with customers and stakeholders to confirm appointments and provide updates.
• Obtain and review supporting documentation within agreed timescales.
• Maintain accurate client and operational records across internal systems.
• Ensure documentation and information are stored correctly and compliantly.
• Complete identification and compliance checks in line with company procedures and regulatory requirements.
• Respond professionally to customer and stakeholder enquiries.
• Coordinate inspections, audits, or site visits where required.
• Review reports and escalate any issues or concerns identified.
• Obtain quotations from approved suppliers and service providers.
• Manage supplier relationships, monitoring service delivery and completion of agreed works.
• Conduct follow-up checks to ensure work has been completed to the required standard.
• Maintain accurate records of reports, quotations, invoices and supplier communications.
• Provide general administrative support including document preparation, correspondence, CRM updates and data entry.
• Allocate and prioritise workloads across the administration team.
• Monitor team performance and outstanding tasks, addressing challenges where necessary.
• Act as an escalation point for administrative queries and support colleagues in resolving issues.
• Work closely with management to improve processes and maintain high service standards.

Skills & Experience Required

• Previous experience in administration, office coordination, team leadership or a similar role.
• Strong organisational skills with the ability to manage multiple priorities and deadlines.
• Excellent attention to detail and accuracy.
• Confident written and verbal communication skills.
• Strong customer service skills and stakeholder management experience.
• Good IT skills, including Microsoft Office (Word, Excel and Outlook).
• Experience using CRM systems and business software.
• Ability to lead, support and motivate a team while maintaining service standards and compliance requirements.

Desirable Experience

• Experience within a regulated, customer-focused or operational environment.
• Familiarity with compliance processes and documentation requirements.
• Experience liaising with customers, suppliers and external stakeholders.
• Exposure to identification checks, compliance procedures or audit requirements.
• Experience using document management systems.

Benefits

• Career development and progression opportunities.
• Supportive and collaborative working environment.
• Varied and interesting workload.
• Opportunity to work closely with experienced managers and professionals.
• Free parking.
• Staff break-out facilities.