Valeting Administrator

Job Purpose

The Valeting Administrator plays a key role in supporting the effective administration and coordination of the company's Valeting Department. This position ensures the smooth running of departmental processes, maintains operational records and provides essential administrative support across the Valeting function.

Reporting to the Head of Valeting - Operations, the Valeting Administrator works closely with the wider Valeting Service Managers, providing daily administrative support to ensure all processes are documented, operational projects are tracked from initial planning and handovers to Go Live dates.

The Valeting Administrator is responsible for maintaining accurate technical and operational documentation, preparing and collating reports, spreadsheets, files, bulletins, and owning and maintaining the Valeting inbox and any other business-critical information. The postholder will support the management of databases, monitor key operational data and assist in the efficient delivery of Valeting Services across the business.

The Valeting Administrator will act as a central point of administrative coordination, ensuring information is organised, accurate, up to date and readily available to support operational decision-making and service delivery.

Key responsibilities are outlined below, however, as the Valeting Department continues to grow and evolve, the scope of the role will develop accordingly, with additional responsibilities and opportunities arising to support the changing needs of the business.

MAIN ACCOUNTABILITIES

• Manage and maintain the Valeting department's central inbox, ensuring all enquiries, requests, and correspondence are responded to promptly, accurately and escalated where necessary.
• Ensure the accuracy, integrity and timely updating of operational data, records, databases and management information systems.
• Maintain and monitor departmental trackers, ensuring information is current, actions are progressed and key deadlines are met.
• Prepare, collate and distribute reports, spreadsheets, operational updates and other documentation to support effective service delivery and decision-making.
• Liaise with internal departments and stakeholders to support activities that impact Valeting operations, ensuring effective communication and coordination of actions.
• Assist with the planning, coordination and delivery of assigned projects, supporting implementation activities and tracking project progress against agreed objectives and KPI’s.
• Support the mobilisation, transition and handover of new contracts, sites or operational initiatives by ensuring all required documentation and processes are completed accurately and on time.
• Monitor outstanding actions and follow up with relevant stakeholders to ensure tasks are completed within agreed timescales.
• Produce and maintain technical, operational and compliance-related documentation in line with company standards and procedures.
• Contribute to the continuous improvement of departmental processes, systems and ways of working to enhance efficiency and service performance.
• Build and maintain effective working relationships with colleagues, managers, clients and other business functions to support the successful delivery of Valeting services.

WORK CONTEXT

The post is office based and some business travel may be required from time to time. Additional hours may also be required to be worked from time to time over the contracted working hours to ensure that needs of the business are met.

SKILLS AND KNOWLEDGE REQUIRED

• Excellent organisational and time management skills, with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong attention to detail and commitment to maintaining accurate records, data, and documentation.
• Effective problem-solving skills, with the ability to identify issues, investigate root causes and implement practical solutions.
• Strong administrative and coordination skills, with the ability to manage workloads independently and proactively.
• Excellent written and verbal communication skills, with the confidence to engage professionally with stakeholders at all levels.
• Proficient in Microsoft Office applications, particularly Excel, Word, Outlook and PowerPoint.
• Ability to manage and maintain multiple trackers, databases, and reporting systems.
• Strong analytical skills, with the ability to interpret data and identify trends or areas requiring attention.
• Ability to work collaboratively across multiple departments and business functions.
• Capable of handling confidential and sensitive information with discretion and professionalism.
• Adaptable and flexible, with the ability to respond positively to changing business requirements and priorities.