Role Overview

The ITLM Operations Coordinator is responsible for supporting the day-to-day operation of the IT Lifecycle Management (ITLM) function, ensuring customer requests, operational activities, fleet administration, reporting requirements and compliance obligations are delivered accurately and on time.

This is a highly administrative role that requires excellent organisation, strong attention to detail and the ability to manage multiple priorities simultaneously.

The role suits an individual who is proactive, resilient and determined; someone who takes ownership of their workload, follows up actions without prompting and is comfortable working in a fast-paced environment where priorities can change.

Key Responsibilities

Operational Coordination

• Manage end-to-end operational service requests, ensuring accurate processing from quotation through fulfilment and invoicing.
• Coordinate customer and stakeholder requirements, working across internal teams to deliver services within agreed timescales and service levels.
• Monitor operational performance and resolve issues proactively, following up on outstanding actions and escalating risks where necessary to minimise business impact.
• Support continuous improvement and team operations, contributing to reporting, operational reviews, process enhancements, and providing cover for colleagues as required.

Administration and Data Management

• Maintain accurate operational data, records, and documentation, ensuring information is up to date, validated, compliant, and supported by comprehensive audit trails and maintenance schedules.
• Support asset lifecycle and supplier management activities, including asset retirement reporting, vendor onboarding, and maintenance of supplier records.
• Ensure adherence to established processes and procedures, promoting consistency, accuracy, and compliance across operational activities.

Reporting and Analysis

• Produce and deliver operational and client-facing reports, including daily, weekly, monthly, quarterly, annual, and End of Month (EOM) reporting within agreed deadlines.
• Analyse operational performance data, identifying trends, risks, and opportunities to support informed decision-making and service improvements.
• Support performance reviews and stakeholder reporting, providing operational metrics and insights to measure service effectiveness.

Fleet and Driver Administration

• Coordinate fleet operations and vehicle compliance, managing servicing, MOTs, repairs, replacement vehicles, and maintenance schedules to support operational requirements.
• Maintain accurate fleet records and documentation, ensuring vehicle maintenance, compliance, and operational records are up to date and audit ready.
• Support driver administration and compliance activities, including vehicle inspections, scheduling, and tracking driver activity.

Person Specification

Technical Knowledge & Professional Background

Essential

• Strong background in administration, operational support, service delivery or coordination.
• Proven track record of managing multiple tasks, deadlines and competing priorities within a busy environment.
• Familiarity with maintaining operational records, compliance documentation and audit trails.
• Confidence producing regular management information and operational reporting.
• Strong Microsoft Office proficiency, particularly Excel and Outlook.
• Comfortable working with business systems, databases and operational software.
• Understanding of service standards, deadlines and performance measures.

Desirable

• Exposure to fleet administration, logistics or transport operations.
• Knowledge of workflow management, scheduling or job planning activities.
• Familiarity with supplier onboarding and vendor administration processes.
• Experience using fleet management or vehicle tracking systems such as Samsara.
• Previous involvement in operational, facilities or service-based environments.

Core Competencies

• Effective communicator, both written and verbal.
• Sound analytical thinking and problem-solving approach.
• Confident managing changing priorities and unexpected demands.
• Capable of working independently while contributing positively to a wider team.
• Strong data handling and reporting capability.