Site Administrator in Southend-on-Sea

Harlow | Monday to Friday | 37.5 Hours

Are you a highly organised Administrator who thrives in a fast-paced environment? Do you take pride in bringing structure to busy workflows, clarity to reporting and providing seamless support to engineers, managers and stakeholders? Our client, a market-leading provider of Managed Equipment Services (MES) to the NHS and private healthcare sector across the UK, is seeking an experienced Administrator to join their on-site team in Harlow, Essex.

Purpose of the role

Working within the service delivery team to provide professional administrative support to the Hospital, Site Manager, Team Leader and Engineers by consolidating and streamlining administrative operations, creating and monitoring reports and producing correspondence and documentation to a high professional standard. Build long term relationships with customers, subcontractors and staff to ensure responsiveness and superior customer service.

Strict Candidate Requirements

• Previous experience in an administrative or service delivery role
• Proven ability to produce professional documentation and reports
• At least 3 years of UK based administration experience

Key Responsibilities

Administrative Support

• Provide comprehensive administrative support to the Hospital, Site Manager, Team Leader, and Engineering teams
• Coordinate and manage shared inboxes, calls, and service requests, ensuring timely responses
• Prepare, format, and issue professional correspondence, reports, and documentation
• Maintain accurate records, filing systems, and databases in line with company and hospital procedures

Reporting and Monitoring

• Create, update, and monitor operational reports (e.g. KPIs, SLA performance, work orders)
• Track job progress, raising exceptions or delays to relevant stakeholders
• Support audits and compliance reporting as required

Service Coordination

• Liaise with engineers to schedule works, coordinate access, and update customers
• Support subcontractor administration, including documentation checks and communication
• Assist with planning and coordination to ensure continuity of service delivery

Customer Service & Relationship Management

• Act as a key point of contact for hospital staff, customers, and subcontractors
• Build and maintain strong, long-term working relationships
• Deliver a professional, courteous, and customer-focused service at all times

Process Improvement

• Identify opportunities to improve administrative processes and workflow efficiency
• Support the implementation of new systems, processes, or reporting tools

Essential Skills & Competencies

• Ability to manage substantial workloads, prioritising as appropriate
• Ability to work effectively as part of a team and independently
• Strong organisational and communication skills
• Confident using MS Office suite, PowerPoint, Access, Publisher, Excel and database systems
• Excellent customer relationship skills
• High level of accuracy and attention to detail
• Good analytical skills

Essential Knowledge & Experience

• Previous experience in an administrative or service delivery role
• Experience working in a fast‑paced, customer‑focused environment
• Proven ability to produce professional documentation and reports

Desirable Knowledge & Experience

• Experience within a hospital, healthcare, FM, or engineering environment
• Knowledge of service desk, CAFM, or work order management systems
• Experience monitoring KPIs or SLA performance

Benefits

• Private Healthcare
• Employee Assistance Programme
• Salary Sacrifice Pension Scheme
• Electric Car Scheme
• Cycle to Work Scheme

A DBS Enhanced Disclosure is required for all applicants.