Administrator & Coordinator - Sellafield (Maternity Cover)

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Administrator & Coordinator - Sellafield (Maternity Cover) Location: Otis Cumbria office.

Role Overview

Based at our Cumbria office, the Administrator & Coordinator plays a vital role in supporting a high-profile contract at one of the UK's most specialised and highly regulated facilities. Working closely with engineers, contract managers and client stakeholders, you will help coordinate maintenance and repair activities that support critical national infrastructure.

Reporting to the Sellafield Site Manager, you will be responsible for coordinating day-to-day service activities, maintaining accurate contract records, and supporting the successful delivery of maintenance and repair services. This is an opportunity to become a key member of a collaborative team, working within a unique operational environment while developing valuable skills and experience across a major customer contract.

You will support billing and contract administration activities, maintain key records and documentation, and work closely with multiple stakeholders to ensure maintenance services are delivered safely, efficiently, and in line with contractual requirements. The role requires regular use of business systems including CRM, Microsoft Excel, Word, Outlook, PDF software, and the contract-specific facilities management platform, Arcibus.

Key Responsibilities

• Coordinate and schedule planned maintenance activities across the Sellafield contract.
• Liaise with engineers, supervisors, contract managers, and client stakeholders to ensure activities are effectively planned and communicated.
• Maintain accurate maintenance, service, and contract records using CRM and Arcibus systems.
• Prepare, validate, and submit maintenance billing applications and supporting documentation.
• Monitor contract data, performance information, and maintenance schedules using Excel and reporting tools.
• Manage correspondence and documentation through Outlook, Word, PDF software, and client portals.
• Support month-end reporting, invoicing, and contract administration activities.
• Ensure all records and documentation comply with customer, contractual, and regulatory requirements.
• Assist with audit preparation and document control activities within the regulated Sellafield environment.
• Support the coordination of customer reporting, document submissions, and contract compliance requirements.
• Provide general administrative support to the contract delivery team.

On a Typical Day You Will

• Coordinate planned maintenance and reactive repair activities to ensure work is scheduled and delivered efficiently.
• Liaise with engineers, supervisors, and customer representatives to arrange access, communicate work schedules, updates, and contract requirements.
• Maintain accurate records and documentation using CRM systems and contract management software.
• Prepare maintenance billing submissions and upload supporting documentation in accordance with contractual requirements.
• Monitor maintenance activities and update contract records through Arcibus and other business systems.
• Raise purchase orders and source parts and materials required to support maintenance and repair activities.
• Track and expedite parts deliveries, ensuring engineers have the materials required to complete work on time.
• Organise and maintain electronic records, reports, certificates, and other contract documentation.
• Support contract performance reporting through the preparation and management of data using Microsoft Excel and other reporting tools.
• Manage customer and internal correspondence through Outlook and other communication platforms.
• Work collaboratively with operational teams to resolve administrative queries and support service delivery.
• Identify opportunities to improve administrative processes and contribute to the efficient operation of the contract.

What We Are Looking For

• Previous experience in an administrative, coordination, scheduling, or customer support role is desirable.
• Strong organisational skills with the ability to manage multiple tasks and priorities.
• Excellent communication skills and the ability to build positive relationships with internal and external stakeholders.
• High attention to detail and accuracy when maintaining records and preparing documentation.
• Proficiency in Microsoft Office applications, particularly Excel, Outlook, and Word.
• A proactive and customer-focused approach to problem solving and service delivery.
• Experience using CRM, contract management, or facilities management systems would be advantageous; however, full training will be provided on contract-specific systems and processes, including CRM and Arcibus.

Why Join Us?

This role offers the opportunity to support a critical national infrastructure contract and become part of a team delivering services within one of the UK's most specialised operational environments.

Your work will directly contribute to the successful delivery of maintenance and repair services, helping to ensure important facilities remain operational, safe, and compliant. You'll join a supportive team, gain exposure to a unique and highly regulated environment, and play a key role in delivering exceptional service to our customer.

No prior experience of Arcibus or specialist maintenance systems is required. Full training and ongoing support will be provided, giving you the opportunity to develop specialist knowledge and build a rewarding career within a world-leading engineering and service organisation.

If you live in a city, chances are we will give you a lift or play a role in keeping you moving every day.

Otis is the world’s leading elevator and escalator manufacturing, installation, and service company. We move 2.4 billion people every day and maintain approximately 2.4 million customer units worldwide, the industry's largest Service portfolio.

You may recognize our products in some of the world’s most famous landmarks including the Eiffel Tower, Empire State Building, Burj Khalifa and the Petronas Twin Towers! We are 72,000 people strong, including engineers, digital technology experts, sales, and functional specialists, as well as factory and field technicians, all committed to meeting the diverse needs of our customers and passengers in more than 200 countries and territories worldwide. We are proud to be a diverse, global team with a proven legacy of innovation that continues to be the bedrock of a fast-moving, high-performance company.

When you join Otis, you become part of an innovative global industry leader with a resilient business model. You’ll belong to a diverse, trusted, and caring community where your contributions, and the skills and capabilities you’ll gain working alongside the best and brightest, keep us connected and on the cutting edge.

We provide opportunities, training, and resources, that build leadership and capabilities in Sales, Field, Engineering and Major Projects and our Employee Scholar Program is a notable point of pride, through which Otis sponsors colleagues to pursue degrees or certification programs.

Today, our focus more than ever is on people. As a global, people-powered company, we put people - passengers, customers, and colleagues - at the center of everything we do. We are guided by our values that we call our Three Absolutes - prioritizing Safety, Ethics, Quality in all that we do. If you would like to learn more about environmental, social and governance (ESG) at Otis click here.

Become a part of the Otis team and help us #Buildwhatsnext!

Otis is An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status, age, or any other protected class according to applicable law. To request an accommodation in completing an employment application due to a special need or a disability, please contact us at [email protected].

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