Location: Unit F2B Southpoint Industrial Estate, Foreshore Road, Cardiff, CF10 4SP

Employer: Ceaton Security Services Ltd

Hours of Work: Monday to Friday

The Operations Support Administrator supports the day to day running of the Operations department through administration, data management, and compliance-focused tasks. A key part of the role is ensuring records are accurate, up to date, and audit ready at all times.

You will work closely with the Operations Support Manager and support teams across all divisions of the business, playing an important role in maintaining standards and supporting compliance across the organisation.

This role also includes being the first point of contact for visitors to the office, so a professional, warm, and welcoming approach is essential.

Roles and responsibilites:

• Support the Operations team with day-to-day administrative tasks
• Maintain organised and accurate files, records, and documentation
• Prepare documents, reports, and professional correspondence

 Compliance & Data Management

• Maintain compliance records, ensuring accuracy and consistency
• Monitor training records, certifications, and accreditation logs
• Book and coordinate training for staff
• Support internal and external audits by preparing and organising documentation
• Circulate policies and ensure records are updated accordingly

Operational & Internal Support

• Work closely with all divisions across the business
• Support members of the Operations Support team with administrative tasks
• Manage PPE and uniform requests and associated records
• Act as a key point of coordination for compliance related administration

Systems & Reporting

• Input and maintain data across internal systems
• Ensure all data is accurate, complete, and up to date
• Produce detailed reports using internal systems and Microsoft Excel

Front of House

• Act as the first point of contact for visitors to the office
• Welcome guests in a professional and friendly manner
• Direct visitors and assist with enquiries where appropriate

Skills & Experience

Essential

• Previous experience in an administrative role (or similar)
• Strong working knowledge of Microsoft Office (especially Excel, Word, and Outlook)
• Confident using Excel for data management, tracking, and reporting
• High level of attention to detail with the ability to work accurately at pace
• Strong time management and organisational skills
• Confident communication skills
• IT literate with the ability to manage and maintain accurate data across systems

Desirable

• Experience in a similar industry (security, fire, or facilities)
• Experience supporting compliance, audits, or accreditation processes
• Experience using internal systems or databases

Personal Attributes

• Reliable and organised
• Professional and approachable
• Able to manage workload and prioritise tasks effectively
• Comfortable working with multiple teams across the business
• A people person with a strong team-focused approach
• Warm and welcoming when dealing with visitors and colleagues