Operations Coordinator

Department: Finance & Operations

Reports to: Finance & Operations Director

Location: NMBS Head Office, 10 Merus Court, Meridian Business Park, Leicester, LE19 1RJ

Working pattern: 30 hours per week, five days per week, six hours per day, office based

About the Opportunity

NMBS is seeking an organised and practical Operations Coordinator to support the smooth and professional running of its head office.

This is a varied, hands-on role covering office administration, facilities, health and safety coordination, contractors, company vehicles, utilities, compliance records and meeting and event logistics.

The role would suit someone who takes ownership of detail, follows tasks through and enjoys improving everyday office processes. Confident use of Microsoft 365 and Microsoft 365 Copilot Premium is essential.

Role Purpose

The Operations Coordinator supports the efficient day-to-day operation of the NMBS head office. The postholder will coordinate office services, facilities activity, health and safety administration, suppliers, contractors and general operational requirements, helping to maintain a safe, organised and well-presented workplace.

The role provides coordination and administrative support. It does not carry overall managerial, technical or statutory responsibility for facilities, health and safety, ISO compliance, insurance or business continuity. Matters requiring formal approval or specialist judgement must be referred to the Finance & Operations Director or the relevant professional adviser.

Key Responsibilities

Office operations and administration

• Support the smooth day-to-day running of the NMBS head office.
• Coordinate incoming and outgoing post, courier services, office deliveries and related records.
• Manage office parking allocations and associated employee and visitor communications.
• Monitor stationery, office supplies and consumables, arranging replenishment in line with approved processes.
• Coordinate meeting-room bookings, room presentation, refreshments and routine equipment requirements.
• Maintain accurate operational records, schedules, contact lists, templates and supporting documentation.
• Respond professionally to operational enquiries from employees, visitors, suppliers and other stakeholders.
• Support onboarding and leaver arrangements relating to workspace, equipment, office access, parking and practical office information.

Facilities and workplace coordination

• Act as the central point of contact for routine facilities and workplace matters.
• Coordinate planned maintenance, servicing schedules and reactive repairs, keeping colleagues informed of access requirements or disruption.
• Liaise with contractors, landlords, utility providers and service suppliers to support agreed workplace standards.
• Monitor office presentation, cleanliness, security and general upkeep, escalating issues where necessary.
• Coordinate office access arrangements, keys, passes, alarms and visitor access records.
• Maintain facilities schedules, service records, warranties, certificates and contractor documentation.
• Support office moves, workstation changes, workspace improvements and other practical office projects.
• Maintain an accurate register of office assets, equipment and relevant maintenance information.
• Coordinate routine office technology and equipment issues with the appropriate internal team or external provider.
• Support practical business continuity arrangements for the head office, including current contact information, records and essential supplies.

Health and safety administration

• Provide administrative and coordination support for NMBS health and safety arrangements.
• Maintain health and safety records, inspection reports, risk assessments, action logs and supporting evidence.
• Monitor completion of required health and safety training and follow up outstanding requirements.
• Coordinate workplace inspections and maintain records of actions and completion dates.
• Support fire safety arrangements, including scheduled checks, drills, equipment servicing and fire-marshal records.
• Support first-aid arrangements, including training records, first-aid supplies and equipment checks.
• Maintain current health and safety notices, certificates and workplace documentation.
• Liaise with external health and safety advisers, contractors and training providers.
• Record incidents, near misses and reported concerns, referring them promptly to the appropriate responsible person.
• Complete fire-marshal, first-aid and relevant health and safety training after joining, as arranged by NMBS.

Supplier, contractor and renewal support

• Build effective working relationships with office suppliers, contractors and service providers.
• Coordinate supplier and contractor visits, access arrangements and relevant internal communications.
• Check that required supplier and contractor documentation is received, current and recorded.
• Monitor service standards, response times and agreed actions, escalating performance concerns where appropriate.
• Maintain supplier contact details, contracts, renewal dates and supporting records.
• Obtain quotations and provide administrative support for the procurement of office and facilities services.
• Support supplier reviews by gathering cost, service and performance information.
• Coordinate purchase orders, invoice queries and approval records in line with NMBS procedures.
• Administer and coordinate contract and policy renewals, preparing information and tracking deadlines. The role has no delegated authority to approve or commit NMBS to a renewal; all approvals remain with the Finance & Operations Director or other authorised approver.

Company vehicle administration

• Maintain accurate records for approximately 10 company cars and their authorised drivers.
• Coordinate annual driving-licence checks through the DVLA system and follow up any required information.
• Monitor vehicle servicing, road tax, MOT, maintenance and other scheduled requirements.
• Arrange servicing, repairs and maintenance appointments and maintain supporting records.
• Liaise with drivers, leasing companies, insurers, garages and other service providers.
• Assist with vehicle insurance claims and leasing arrangements, escalating decisions or commitments for approval.
• Escalate overdue actions, reported damage, documentation issues or compliance concerns promptly.

Utilities, solar panels and office insurance

• Administer utility and solar-panel accounts, including supplier correspondence, billing records, meter information and renewal dates.
• Review invoices for completeness and refer discrepancies to the appropriate colleague.
• Coordinate meter readings and other information required by utility providers.
• Administer office-related insurance renewals, gathering required information and liaising with brokers, insurers and internal stakeholders.
• Maintain accurate policy documentation, renewal schedules and supporting records.
• Assist with relevant insurance claims administration, referring coverage decisions and formal commitments to the appropriate authorised person.

ISO, compliance and document control

• Provide administrative support for ISO audits, surveillance visits and certification renewals.
• Coordinate requests for information and evidence from departments across NMBS.
• Maintain compliance calendars, document registers, action logs and supporting records.
• Assist with preparing audit evidence and ensuring information is complete, current and accessible.
• Monitor agreed actions and remind responsible colleagues of approaching deadlines.
• Support document control by maintaining approved versions, review dates and appropriate filing arrangements.
• Record audit findings and support the tracking of corrective actions.
• Liaise with internal colleagues, external auditors and advisers when requested.
• Maintain confidentiality and handle records in line with NMBS information-security and data-protection requirements.

Meetings, events and employee activities

• Provide logistical support for internal meetings, company events and employee engagement activities.
• Coordinate rooms, equipment, refreshments, access arrangements, materials and supplier requirements.
• Support visitor arrangements and provide clear information before attendance.
• Assist with office-based training sessions, briefings and other employee activities.
• Coordinate practical arrangements for office moves, workspace changes and temporary disruption.

Reporting and continuous improvement

• Prepare accurate management information relating to facilities, maintenance, health and safety, vehicles, suppliers, utilities, compliance and general office operations.
• Maintain operational trackers, calendars and action logs and highlight overdue activity.
• Identify recurring issues, service failures and emerging operational risks, escalating them promptly.
• Recommend practical improvements to efficiency, service quality, record-keeping, templates and administrative processes.
• Support the implementation of approved process improvements.
• Use Microsoft 365 and Microsoft 365 Copilot Premium to improve routine administration and reduce avoidable manual work.
• Work collaboratively with departments across NMBS to provide responsive operational support.
• Undertake other reasonable duties consistent with the scope and seniority of an Operations Coordinator.

Key working relationships

• Finance & Operations Director.
• Employees and managers across NMBS.
• HR, Finance, IT, information-security and compliance colleagues.
• Health and safety advisers, ISO auditors and other external professional advisers.
• Office suppliers, utility providers, insurance contacts, leasing companies and maintenance contractors.
• Company vehicle drivers, visitors and other external stakeholders.

Essential skills, knowledge and experience

• Previous experience in office administration, facilities coordination, workplace services or operational support.
• Strong organisational and administrative skills, with the ability to manage recurring tasks and competing deadlines.
• Experience liaising with suppliers, contractors or external service providers.
• Good awareness of health and safety requirements within an office environment.
• Ability to maintain accurate records, schedules, trackers and supporting documentation.
• Confidence coordinating maintenance, meetings, visitors or workplace activities.
• Ability to prepare clear written updates and routine management information.
• Strong working knowledge of Microsoft 365, including Outlook, Word, Excel and Teams.
• Confident and responsible use of Microsoft 365 Copilot Premium.
• Clear written and verbal communication skills.
• Ability to work independently while contributing effectively within a wider team.
• Sound judgement when handling confidential, sensitive or commercially restricted information.
• Ability to recognise when an issue requires escalation rather than acting outside the role’s authority.
• Willingness to complete fire-marshal, first-aid and relevant health and safety training after joining.

Desirable skills, knowledge and experience

• Experience supporting ISO-certified management systems, external audits or compliance reviews.
• Experience maintaining compliance calendars, document registers or audit evidence.
• Experience administering company vehicles, insurance, utilities or property-related accounts.
• Experience coordinating purchase orders, invoices, quotations or supplier renewals.
• Experience supporting office moves, business continuity arrangements or workplace projects.
• Experience monitoring supplier performance or service-level requirements.
• Experience supporting employee events, training sessions or engagement activities.
• Previous fire-marshal, first-aid or workplace health and safety training.
• Experience maintaining asset registers or maintenance schedules.

Essential digital and Microsoft 365 Copilot capabilities

NMBS expects new employees to be confident users of Microsoft 365 and its approved Microsoft 365 Copilot Premium environment. In this role, the postholder will use Copilot appropriately to support routine administration, draft communications, summarise approved information, prepare first drafts of reports and action lists, organise tasks and improve office processes.

The postholder remains responsible for checking the accuracy, completeness and appropriateness of all work produced with Copilot. All use must follow NMBS requirements relating to confidentiality, information security, data protection, permissions, accuracy and responsible AI use.

Personal qualities and behaviours

• Plans work carefully and follows tasks through to completion.
• Maintains accurate records and pays close attention to detail.
• Responds promptly and professionally to employees, visitors and suppliers.
• Takes ownership of routine issues and escalates risks at the right time.
• Communicates clearly and keeps relevant colleagues informed.
• Builds constructive working relationships across departments.
• Handles confidential information with discretion.
• Remains organised when priorities or operational requirements change.
• Approaches problems practically and identifies workable solutions.
• Looks for sensible ways to improve processes and service standards.
• Works reliably without requiring close day-to-day supervision.

Measures of success and key outcomes

• Office services operate reliably and day-to-day issues are addressed promptly.
• Maintenance, servicing and renewal activities are coordinated within required timescales.
• Facilities, vehicle, utility, insurance and supplier records are accurate and current.
• Health and safety checks, training records and agreed actions are monitored effectively.
• Audit and ISO evidence is organised and available when required.
• Suppliers and contractors receive clear instructions and deliver acceptable service standards.
• Meetings, events, visitors and workplace changes are supported effectively.
• Management information is accurate, clear and submitted on time.
• Risks, overdue actions and service failures are escalated promptly.
• Practical improvements are made to office administration, record-keeping and operational processes.
• Microsoft 365 Copilot Premium is used productively, accurately and in line with NMBS requirements.
• Employees and visitors receive a professional and responsive service.