Operations Administrator

ASSA ABLOY Global Solutions is part of the ASSA ABLOY Group, who are the global leader in access solutions. Every day, we reimagine how people move through a safer, more open world with ease. If you’ve ever walked through an automatic door, stayed in a hotel, or gone through passport control, you’ve probably used one of our products or services. We have operations in over 70 countries, with over 52,000 colleagues around the world.

Our expertise in customer journey mapping, innovation, and service design leads to the invention of new solutions that create value for our clients and exceptional experiences for their end users. And we have the fantastic opportunity available in Self Storage for an Operations Administrator.

As part of ASSA ABLOY Global Solutions, the Self Storage business unit is a leader in access control and security for the self-storage industry with the largest volume of installations. PTI provides the most innovative, durable, and reliable security products available today, and offers a wide range of integrated security solutions, including cloud-based solutions, keypads, wired and wireless door alarms, mobile apps for both renters and facility staff, and powerful security software that integrates seamlessly with most management software on the market.

Your Role in Keeping the Future in Safe Hands…

The Operations Administrator will be responsible for providing comprehensive administrative support across all operational functions of the business, ensuring the smooth coordination of installation, service, maintenance, procurement, financial administration, and engineer resource management activities.

The role will involve maintaining and updating operational systems, processing purchase orders, supporting invoicing processes, administering timesheets, coordinating engineer documentation, and ensuring accurate records are maintained across Uptick, Salesforce, Sage 50, and other business systems.

Working closely with internal teams, customers, suppliers, and engineers, the Operations Administrator will play a key role in supporting operational efficiency, enhancing customer satisfaction, and contributing to the successful delivery of projects and service contracts

What you will do…

Operational Administration

• Provide day-to-day administrative support to the Installations, Service, and Maintenance teams.
• Create and maintain job records within operational management systems.
• Support scheduling and coordination of engineers and subcontractors.
• Monitor operational workflows to ensure jobs progress through each stage efficiently.
• Maintain accurate documentation and filing systems for operational records.
• Coordinate customer communications relating to scheduled works and service visits.
• Support contract mobilisation and customer onboarding activities.

Installation Support

• Assist Project Managers with project administration activities.
• Prepare project documentation packs, including RAMS, permits, site information, and customer records.
• Monitor project milestones and support project tracking.
• Ensure installation records are accurately maintained and updated.
• Support commissioning and project completion documentation processes.

Purchase Orders & Procurement

• Raise purchase orders for equipment, materials, subcontractors, and services.
• Track purchase order status from issue through to receipt and invoicing.
• Liaise with suppliers regarding deliveries and order progress.
• Ensure purchase orders are accurately recorded within business systems.
• Support stock and equipment administration processes.
• Assist with supplier account reconciliations where required.

Finance Administration

• Support invoice preparation and submission processes.
• Verify engineer costs, supplier invoices, and project costs against approved purchase orders.
• Assist with maintaining accurate project cost records.
• Support monthly financial reporting activities.
• Work closely with the Finance team to resolve invoice queries.
• Ensure operational records support accurate billing and revenue recognition.
• Assist with customer purchase order validation and contract administration.

Timesheet Administration

• Collect and review engineer timesheets.
• Validate timesheets against scheduled works and job records.
• Resolve missing or inaccurate entries with operational teams.
• Ensure timesheets are submitted within required deadlines.
• Support payroll preparation through accurate reporting.
• Monitor labour allocation against jobs and projects.
• Maintain accurate attendance and working time records.

System Administration

• Maintain accurate data within Uptick, Salesforce, Sage 50, and associated systems.
• Support data integrity and compliance with company procedures.
• Generate operational reports and performance data as required.
• Assist with system audits and operational data reviews.
• Support continuous improvement initiatives relating to business systems and processes.

Compliance & Documentation

• Maintain engineer training, certification, and competency records.
• Ensure operational documentation remains current and compliant.
• Support industry and company business management processes.
• Assist with audit preparation and evidence collection.
• Maintain customer and supplier records in line with company procedures.

Application

You can submit your application by clicking ‘Apply Now’. We will not consider application received via e-mail or through other channels. We will review applications continuously, so please apply as soon as possible.

About Us

Featuring four times in Forbes’ most innovative companies worldwide, we deliver innovative, safe, and convenient security solutions that provide real added value to our customers. As a group, our goal is to everyday help billions of people experience a more open world. We’re proud to boast leading positions across the majority of Europe, North and South America, Asia, and Oceania, offering products and services to our customers seeking solutions to their entrance and opening requirements, such as locks, doors and entrance automation.

We are the ASSA ABLOY Group
Our people have made us the global leader in access solutions. In return, we open doors for them wherever they go. With nearly 63,000 colleagues in more than 70 different countries, we help billions of people experience a more open world. Our innovations make all sorts of spaces – physical and virtual – safer, more secure, and easier to access. 

As an employer, we value results – not titles, or backgrounds. We empower our people to build their career around their aspirations and our ambitions – supporting them with regular feedback, training, and development opportunities. Our colleagues think broadly about where they can make the most impact, and we encourage them to grow their role locally, regionally, or even internationally.

As we welcome new people on board, it’s important to us to have diverse, inclusive teams, and we value different perspectives and experiences.