Administrator in Aylesbury

About The Company:

OCS UK & Ireland is a leading facilities management company with 50,000+ colleagues and a turnover in excess of £2bn. We deliver innovative, award-winning services within facilities management, hard services, cleaning, security and catering. Our mission is to make people and places the best they can be for our colleagues, customers and the communities we serve. Our commitment to doing business the right way is rooted in our TRUE values - Trust, Respect, Unity, and Empowerment.

Why Work for OCS?

• Award-Winning Employer: Ranked 36th on Glassdoor’s Best Companies to Work For 2025 — we value and motivate our people.
• Digital Learning: The OCS Academy offers digital courses and resources to help you build skills and grow your career.
• Retail Perks: With our Hapi app, you can gain access to exclusive discounts, rewards and wellbeing resources.
• Professional Growth: 600+ live learners across UK&I — Empowering colleagues with further development and qualifications!
• Flexible Pay: Access a portion of earned wages before payday with our Wagestream App! (Contract Specific)

About The Role:

Reporting to the Account Director, this role involves daily support of operations assisting the Account Director and other senior managers on HR, Purchasing and Administrative Duties. This role also requires providing administrative support by implementing systems, procedures, and policies; completing projects, producing reports and supporting all services provided by OCS at Chiltern Railways. Accuracy in every task undertaken while multitasking dealing with reports, wages and in the purchasing process closing off requests, orders and projects timely and within budget.

Key Responsibilities

• Monitor incoming client related documentation and emails for the contract.
• Maintain an efficient filing system.
• Production of client correspondence and documents.
• Maintain and update the Escalation File, ensuring all internal information is current.
• To liaise with internal and external contacts of all levels, including Chiltern Railways customers and service contractors as point of communication to ensure efficient customer support at all times.
• Provide an efficient and professional customer support service as first point of contact for Chiltern Railways of the Operational Division.
• Coordinate new services information and services terminations.
• To provide general office administration support as required including updating supplier list and maintaining structure charts and organigrams of team and contract for subcontractors where appropriate.

Skills Required

• Good verbal, written and interpersonal communication skills.
• Good IT skills including use of Word, Excel and Outlook and Internet Explorer, Power BI as well as any other applications or systems required to be used by OCS and by Chiltern (For example, Timegate, Bluehook/Q, Assure, etc).
• Organisation skills for meeting deadlines and supporting others to do the same.
• Industry trained and have the experience working within an administrative role in a cleaning environment is desirable however not essential that skills have been gained outside of a cleaning environment.
• Flexible and have excellent customer service and time management skills.
• Have the ability to manage resources and cope well under pressure.
• Positive attitude and with a passion for continuous improvement.

We are an equal opportunities employer and rely on a diverse workforce with a broad range of knowledge, skills, and backgrounds to deliver our goals. We offer an inclusive and welcoming environment and actively encourage applications from all individuals regardless of race, gender, nationality, religion, sexual orientation, disability, or age.