Office Administrator in Birmingham

We are seeking a highly organised and proactive Service Contract Administrative Assistant to support day‑to‑day operations. Working closely with service contract managers, colleagues and customers, the role plays an important part in maintaining efficient, accurate, and well‑structured, high‑quality service delivery through strong organisation and attention to detail. This is a hybrid role, offering a mix of office, home, and occasional site‑based working. It is an excellent opportunity for an enthusiastic individual looking to learn, develop, and grow within the business.

Role Responsibilities

• Prepare, format, and maintain quotations and contract documentation.
• Raise and manage purchase orders, including tracking and closing order lines.
• Support invoicing activities, including raising and following up on invoices.
• Maintain and update data within service management systems with a high level of accuracy.
• Review and process service work orders, ensuring they are complete and compliant.
• Provide administrative support to service contract and account managers.
• Liaise with site management teams and customers to support service delivery and resolve queries.
• Communicate effectively with internal teams and stakeholders.
• Assist with general administrative tasks to support day‑to‑day operations.
• Ensure all records, documentation, and systems are kept organised and up to date.

Role Qualifications and Skills

• Qualifications: GCSEs (or equivalent) in English and Mathematics (essential); further education qualification (e.g. A-Level, BTEC, or equivalent) (desirable); administration, business, or finance‑related qualification (desirable).
• Skills & Experience:
• Strong organisational skills with the ability to manage multiple tasks and priorities.
• High level of attention to detail and accuracy, particularly with data and documentation.
• Good communication skills, both written and verbal, with the ability to engage professionally with colleagues and customers.
• Proficient in Microsoft Office applications, particularly Excel, Word, and Outlook.
• Experience working with business systems (e.g. ERP or service management systems) is advantageous.
• Ability to work independently as well as collaboratively within a team.
• Strong time management skills and ability to meet deadlines.
• Problem‑solving mindset with a proactive and flexible approach.
• Willingness to learn, develop, and take on new responsibilities.
• Adaptability to work across office, home, and site environments.

What We Offer

• 28 days of annual leave (excluding public holidays).
• Aviva medical cover & pension.
• YuLife – wellbeing membership including access to GP appointments, health and wellbeing tools, and reward points that can be exchanged for shopping vouchers.
• A supportive work environment with opportunities for career development.
• Cycle to Work scheme.
• Pension with Aviva.
• Access to Achievers – a recognition platform where points can be earned and redeemed for a wide range of goods and discounts.

Equal Opportunity Statement

Vanderlande is an equal opportunity and affirmative action employer. Qualified applicants will be considered without regard to race, religion, colour, national origin, gender, sexual orientation, age, marital status, or disability status. If you believe there may be barriers preventing you from applying, we are happy to discuss or explore any reasonable adjustments to support your application.