Administration Coordinator (Warehouse Operations)

The role provides comprehensive administrative and operational support to ensure the smooth running of Warehouse activities, adherence to compliance standards, and effective coordination of people-related processes. This position acts as a key point of contact for internal teams, external suppliers, and visitors, while driving continuous improvement across administrative systems and procedures.

Key Responsibilities

Time & Attendance and People Administration
• Maintain accurate administration of time and attendance records.
• File and manage documentation for all employee perspectives, including 1-2-1s and related performance discussions.
• Type up notes and ensure timely completion and filing of return-to-work (RTW) documentation.
• Support agency administration, including onboarding processes and ensuring new starters receive a full site tour.
• Maintain up-to-date employee and agency worker records.
• Support drug and alcohol testing processes, including coordination and administration.
Operational & Warehouse Support
• Manage forklift truck defect reporting, repairs, and communication with external service providers.
• Order PPE and manage the purchasing of ad-hoc goods required by the Warehouse operation.
• Monitor repairs and document the impact of incidents, ensuring logs are completed, updated, and filed.
• Oversee work vehicle monitoring, booking, and associated administrative tasks.
Training & Scheduling
• Arrange training sessions, maintain training records, raise requisitions, and support diary management for Warehouse and operational teams.
Financial & General Administration
• Process credit card purchases and support ad-hoc administrative tasks as required.
• Maintain booking systems and ensure accurate data entry across operational platforms.
Compliance, Safety & Site Management
• Track visitor activity, ensuring all visitors are supervised and compliant with site requirements.
• Conduct weekly fire alarm testing and maintain associated records.
• Act as a point of contact for process-related queries and support the development of clear procedures across the team.
• Regularly review current administrative processes to identify opportunities for continuous improvement and automation.
General duties
• Undertake any other reasonable duties that are commensurate with the level and responsibilities of this role.

Essential knowledge, experience and skills

• Strong administrative and organisational skills
• Ability to manage multiple tasks with accuracy and attention to detail
• Confident communicator able to liaise with internal colleagues and external providers
• Strong confidentiality, compliance awareness, and professionalism
• Valid Driving License

Desirable knowledge, experience and skills

• Proactive approach to improving processes and supporting operational effectiveness
• Previous experience of working in an operational environment

Education and qualifications

• GCSE Maths/English or equivalent