Operations Coordinator

Job title : Operations Coordinator, North West

Reports to : Regional Director

Location : Warrington, with regional travel where required

Salary : Up to 28,000 per annum

Hours : 37.5 hours per week

Contract : Temp to Perm / Permanent TBC

Role purpose:

The Operations Coordinator will provide direct operational support to the Regional Director and North West management team.

This is not a traditional administration role. The postholder will become a trusted regional point of contact for managers, colleagues, clients and central support teams. They will maintain accurate controls, coordinate key processes, track actions and make sure commitments move through to completion.

The postholder must operate confidently at regional level, challenge incomplete information professionally and support Area Managers without taking ownership away from them. They must know when to act, when to encourage and when to escalate.

Key responsibilities

Regional operational control

• Maintain the regional action tracker and follow up overdue actions.
• Prepare accurate information for reviews, client meetings, audits and management updates.
• Record owners, deadlines and outcomes from regional meetings.
• Support mobilisations, contract changes, site closures and management handovers.
• Identify repeat process failures and raise risks early.

Payroll, rotas and time and attendance

• Review payroll, WDA and roster information for missing or inconsistent entries.
• Track payroll queries and make sure managers provide supporting evidence.
• Monitor leavers, pay-rate changes, holidays, overtime and temporary cover.
• Maintain issue records and report recurring causes.

Recruitment and onboarding

• Maintain vacancies and candidate activity within Eploy.
• Coordinate interviews, candidate communication, paperwork and feedback.
• Track Right to Work, DBS and other required checks.
• Coordinate new starter forms, access requests and induction arrangements.
• Maintain accurate recruitment and compliance records.

Agency and invoice controls

• Maintain approved agency worker records and required checks.
• Confirm timesheets and SmartTask records support invoiced hours.
• Review assigned Yooz invoices weekly and route queries to the correct owner.
• Challenge missing, conflicting or unsupported information.
• Support month-end clearance of outstanding operational invoices.

Client and colleague contact

• Hold professional client conversations, record feedback and agree clear follow-up actions.
• Complete agreed client and colleague welfare contacts.
• Recognise matters that require management, People or safeguarding escalation.
• Support service-recovery actions and maintain a clear record of commitments.

Uniform, stock and fleet

• Coordinate approved uniform and stock orders and track delivery issues.
• Monitor fleet-inspection completion and maintain vehicle and driver records.
• Escalate unresolved fleet, safety, equipment or asset concerns.

Employee relations and compliance

• Coordinate documents, notes and action records for investigations and formal meetings under management direction.
• Maintain secure case files and track agreed actions and timescales.
• Support audit preparation and close-out actions.
• Escalate welfare, safeguarding or compliance risks immediately.

Systems and reporting

Work confidently across Outlook, Teams, Excel and Word.

Use Eploy, SmartTask, Yooz and regional tracking tools.

Produce clear trackers, summaries and exception reports.

Maintain accurate shared files and provide first-line process guidance to managers.

Essential skills and experience

Experience in operational coordination, facilities management, outsourced services or another fast-moving multi-site environment.

Client-facing experience and the confidence to handle queries, agree actions and represent the business professionally.

Strong written and verbal communication.

Strong Excel skills, including filters, tables, formulas, data checks and trackers.

Confident working knowledge of Outlook, Teams and Word.

Experience with recruitment, workforce, time-and-attendance, finance or case-management systems.

Ability to manage competing priorities and meet deadlines without close supervision.

Confidence working with managers and senior stakeholders.

Ability to challenge constructively when information, process or standards are not right.

Good judgement when handling confidential employee, commercial and client information.

Full UK driving licence and ability to travel across the region when required.

Preferred experience

Facilities management, cleaning or outsourced services.

Payroll, WDA, rota or time-and-attendance processes.

Eploy, SmartTask, Yooz or comparable systems.

Recruitment and onboarding coordination.

Invoice checking or purchase-to-pay administration.

Support for investigations, formal meetings, audits, mobilisations or contract change.

Personal approach

Has presence without ego.

Acts without waiting to be chased.

Communicates clearly and directly.

Can encourage a manager under pressure whilst remaining clear about the required outcome.

Keeps accurate records and closes actions.

Challenges professionally and protects accountability.

Stays calm when priorities compete.

Notices when something does not look right and asks the question.

Wants to learn the FM business and grow within Atlas.

Measures of success

Regional trackers remain accurate and current.

Payroll, WDA, recruitment, onboarding and invoice actions meet agreed deadlines.

Incomplete submissions and repeat process failures reduce.

Client and colleague actions are recorded, owned and completed.

Fleet, uniform, stock, audit and compliance actions remain controlled.

Area Managers receive practical support without losing accountability.

The Regional Director receives clear information and early warning of risk.

Clients and central teams recognise the postholder as a credible regional contact.