Operations Assistant in City of London

SPS is a global leader in Business Process Outsourcing (BPO), headquartered in Switzerland with operations worldwide. We partner with organisations across a wide range of industries to deliver smart, scalable onsite support and back-office solutions that drive efficiency and impact.

Known for our innovation, agility and commitment to service excellence, SPS continues to redefine what’s possible in the world of BPO—helping clients stay ahead in an ever-evolving business landscape.

Job Purpose

Support the day-to-day delivery of operational and workplace services at our client offices, through effective administration, reporting, financial processing, stationery procurement and stakeholder coordination. Oversee the daily operation of the Customer Service Desk, support service continuity and contribute to process improvement, workplace compliance and a responsive, customer-focused service. This role requires office attendance five days per week due to business and operational requirements.

Duties and Responsibilities

Operations & Administration

• Support the day-to-day delivery of operational and workplace services.
• Act as a first point of contact for operational queries and service requests.
• Identify opportunities to improve processes, efficiency and service delivery.
• Assist with operational projects and workplace initiatives.
• Maintain and update operational procedures, records and documentation.

Reporting & Presentations

• Produce monthly operational reports and management information packs.
• Collect, analyse and present data to support business decision-making.
• Create engaging and professional presentations for leadership meetings, reviews and business updates.
• Maintain accurate records and reporting documentation.
• ServiceNow reporting experience is desirable.
• Process monthly overtime submissions, ensuring accuracy and compliance with company procedures.
• Prepare and process monthly supplier invoices.
• Liaise with finance teams and suppliers to resolve invoice queries and discrepancies.
• Maintain accurate financial records and support budget monitoring activities.

Procurement & Stationery Management

• Manage the shared stationery mailbox, responding to enquiries and fulfilling requests in a timely and professional manner.
• Coordinate the internal stationery ordering process, ensuring requests are accurately processed and approved where required.
• Place stationery orders with approved suppliers, maintaining appropriate stock levels across the business.
• Liaise with suppliers regarding orders, deliveries, pricing and product availability.
• Monitor stationery expenditure and maintain accurate purchasing records.
• Resolve ordering and delivery issues promptly to ensure minimal disruption to business operations.
• Build and maintain effective relationships with colleagues, suppliers and key stakeholders.
• Deliver a responsive and customer-focused service.
• Coordinate supplier visits, contractor activities and service requirements.
• Support the management of third-party service providers and ensure service standards are maintained.

Team Management & Support

• Oversee the day-to-day operation of the Customer Service Desk, proactively arranging team cover to maintain service levels during periods of annual leave and absence.
• Provide operational and administrative support to the manager and wider business teams.
• Assist with coordinating meetings and training sessions.
• Contribute to a positive, collaborative and high-performing team culture.

Health & Safety

• Support health and safety activities and workplace compliance initiatives.
• Assist with workplace audits, risk assessments and contractor management processes.
• Promote safe working practices and adherence to company policies.

Candidate Skills and Experience

• Previous experience in an Operations, Workplace Services, Facilities or Office Management role.
• Strong organisational skills with excellent attention to detail.
• Experience producing monthly reports and creating presentations for senior management.
• Experience processing overtime and managing invoicing activities.
• Strong stakeholder management and communication skills.
• Proficient in Microsoft Office, including Excel and PowerPoint.
• Ability to prioritise competing demands and work effectively under pressure.
• A proactive approach with strong problem-solving abilities.

Equal Opportunities at SPS

We are proud of the progress we've made in building a truly inclusive workplace where Equal Opportunity is more than a principle, it’s a commitment in action. We have an ambitious equality, diversity and inclusion approach recognising that a more diverse workforce creates a richer and more varied working environment. Diversity drives innovation and enables us to deliver the highest quality service to our clients.

As part of our commitment to engage positively and proactively with all our employees and to ensure an inclusive culture, we have a growing range of employee led networks that support and amplify underrepresented voices across the business, including our Women and Gender Equality Network, LGBTQIA+ community, Neurodiversity and Disability Network, Wellbeing Group, Origins Network (focusing on race, ethnicity, religion and culture), Menopause Group, Domestic Abuse Support Network and Men’s Group. These initiatives are driving meaningful change, fostering awareness and helping create an environment where all our people can thrive and contribute with confidence.

We welcome and encourage applications from people of all backgrounds and are committed to building a diverse and inclusive workforce that reflects the communities we serve.

We are proud to be a Disability Confident employer. All applicants with a disability who fulfil the role criteria will be progressed to the next stage of the process. Please let us know what reasonable adjustment, if any, you require.

What You’ll Receive from us

No matter where you may be in your career or personal life, our benefits are designed to add value and support, recognising and rewarding you fairly for your contributions.

N.B. Some roles within SPS may involve manual handling tasks. While not all positions require this, where such duties are necessary, they will be undertaken in line with an individual’s physical capabilities. If you have a disability or health condition that may affect your ability to perform manual handling tasks, we encourage you to let us know at the interview stage. This will enable us to explore and, where appropriate, implement reasonable adjustments to support you in the role. SPS is committed to providing equal opportunities in all aspects of employment. We welcome applications from individuals regardless of age, disability, gender reassignment, marriage or civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation in line with the Equality Act 2010. Our commitment to inclusion applies throughout the employment journey, including recruitment, selection, training, progression and pay.

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