Operations Administrator

Holland & Barrett; Bathgate; On-site; GBP 40,000 - 60,000; Full time

Job summary

A leading UK housebuilder is looking for an Operations Administrator to coordinate between commercial and technical departments. Responsibilities include subcontractor admin, insurance tracking, and document management. Ideal candidates have property administration experience, strong organizational and communication skills, and are familiar with COINS or similar software. Join a company committed to diversity, development, and employee satisfaction, located in Bathgate, Scotland.

Benefits

Bonus

Life Cover & Contributory Pension

Employee Benefits Platform

Qualifications

• Experience in a property administration environment.
• Experience in using COINS or an equivalent.
• Strong communication skills - written and verbal.

Responsibilities

• Administration of Subcontractors information.
• Tracking Insurances – updating on XL trackers and COINS.
• Producing Client Extras Summary for sales use.
• Raising purchase orders and general organisation of invoices / fees.
• Attending meetings: minute taking/action log updating.

Skills

Strong organisation

Customer service

Problem solving

Microsoft 365

Diary management

Workload prioritisation

Strong communication skills

Tools

COINS

Bluebeam

Job description

Looking for a career where your ambition meets real opportunity? Join Persimmon Homes as an Operations Administrator and step into a role where your success is celebrated, your growth supported, and your work truly matters.

Why Persimmon Homes?

We’re one of the UK’s largest and most established housebuilders — FTSE 100 listed, with 29 regional offices and thousands of quality homes built every year.

At Persimmon, we don’t just build homes — we build careers. When you join us as an Operations Administrator, you’ll benefit from:

• Bonus
• 5* housebuilder - Be part of a company that consistently delivers quality homes and outstanding customer satisfaction
• Life Cover & Contributory Pension
• Employee Benefits Platform – giving you access to high-street discounts, wellbeing support, and more
• Committed to diversity, inclusion, and empowering your development

What is the role?

The role will encompass working between both commercial and technical departments ensuring the smooth running and administration of both departments with the rest of the internal partners.

What you’ll do as an Operations Administrator

Commercial

• Administration of Subcontractors information (set up / phone calls & emails / issuing drawings / remittances / client extras).
• Tracking Insurances – updating on XL trackers and COINS.
• Set up and maintain subcontractor accreditations on CQMS portal.
• Produce Client Extras Summary for sales use.
• Dealing with administration of weekly employee’s timesheets.
• Updating payment trackers.
• Updating of H&S / O&M Manuals.
• Tracking and filing payment applications and invoice administration.
• Assisting QS’s with subcontract payment processes.
• Expenses for both Directors.
• Prepare, compile and sort documents for data entry
• Check source documents for accuracy
• Obtain further information for incomplete documents
• Transcribe information into required electronic format
• Scan documents into document management database
• Check completed work for accuracy
• Store completed documents in designated locations

Technical

• Raising purchase orders and general organisation of invoices / fees
• Updating Drawing Registers / issue updates / deal with internal drawing enquiries
• Assisting with third party info
• Attending meetings: minute taking/action log updating

What experience do I need?

• Experience in a property administration environment
• Experience in using COINS or an equivalent
• Previous use of Bluebeam programme is desired but not essential.
• Strong organisation; customer service; problem solving; Microsoft 365; diary management and workload prioritisation skills.
• Ability to remain calm and productive under pressure.
• Strong communication skills - written and verbal