We are seeking a highly organised and proactive Operations Support Assistant - Facilities Maintenance to support the day-to-day operations of our Facilities Maintenance team. This role plays a critical part in ensuring the seamless delivery of services, providing administrative support to leadership, coordinating operational activities, and driving process improvements across the business.

Working within a fast-paced environment, you will collaborate with multiple stakeholders, support business initiatives, and contribute to delivering exceptional outcomes for our clients and operational teams.

Key Responsibilities

Operational & Administrative Support

- Provide high-quality administrative support to the Facilities Maintenance Leadership Team.
- Support the delivery of client services in line with contractual requirements and service standards.
- Coordinate and manage competing priorities, deadlines, and operational activities across the business unit.
- Maintain calendars, rosters, action trackers, performance reports, and business documentation.
- Manage travel arrangements and logistical requirements for leadership and operational teams.
- Maintain document control systems, SharePoint libraries, and business records.
- Ensure a high level of professionalism and discretion when handling confidential information, correspondence, and sensitive business matters.

Stakeholder & Client Engagement
- Foster a customer-focused culture aligned with company values.
- Build and maintain effective working relationships with internal stakeholders, site teams, managers, and clients.
- Ensure customers and clients consistently receive professional, responsive, and high-quality service.




- Support the resolution of escalated issues, taking ownership through to completion.

Process Improvement & Business Support
- Assist in developing and improving operational processes, procedures, and workflows.
- Support compliance with internal policies, contractual obligations, and client requirements.
- Identify opportunities to increase efficiency, simplify work practices, and leverage technology solutions.
- Act as a key point of contact for policies, procedures, and service level agreements.
- Support data collection, analysis, reporting, and the preparation of presentations for leadership and client meetings.

Team & Project Coordination
- Coordinate departmental projects, business initiatives, workshops, meetings, and events.
- Support the development of a positive and high-performing team culture across multiple sites.
- Assist with training, capability uplift, and implementation of new processes and procedures.
- Support recruitment activities and people administration, including performance review coordination and development planning.
- Collaborate closely with Facilities Maintenance, Village Services, and Service Centre teams to drive operational efficiencies and shared outcomes.

About You

You are a highly organised administrative professional who thrives in a busy operational environment.



You are confident working with stakeholders at all levels, enjoy coordinating multiple priorities, and take pride in delivering exceptional support to leadership teams.

Essential Skills & Experience

- Demonstrated experience in administration, office management, executive support, or operational support roles.
- Solid organisational and time-management skills with the ability to manage competing priorities.
- Excellent attention to detail and commitment to accuracy.
- Intermediate to advanced Microsoft Office skills, including Outlook, Word, Excel, PowerPoint and Teams.
- Strong written and verbal communication skills.
- Ability to maintain confidentiality and exercise sound judgement when handling sensitive information.
- A proactive approach with the ability to work independently and as part of a team.

Desirable Skills & Experience
- Previous experience in Facilities Management, Building Maintenance, Mining, Resources, or Asset Management environments.
- Experience using contractor management systems and business reporting tools.
- Exposure to continuous improvement initiatives and process optimisation.
- Experience supporting leaders within a large, multisite operational business.

Why Join Us?

This is an opportunity to join a collaborative and supportive team where your coordination, administration, and stakeholder management skills will make a genuine impact. You'll work closely with operational leaders, contribute to key business initiatives, and play an important role in supporting the success of a nationally recognised Facilities Maintenance business.

📌 Operations Support Assistant - Facilities Maintenance (City of Stirling)
🏢 Sodexo
📍 City of Stirling