Administration Assistant

Vanguard Logistics Ltd is looking to recruit reliable, organised and professional Administrative Assistants to join our growing operations team, supporting the coordination and delivery of commercial maintenance and property repair services across the UK.

We are expanding our administration department to support our growing network of tradespeople, contractors and commercial clients.

Successful applicants will complete our onboarding process and enter into the relevant employment contract arrangements with Vanguard Logistics.

This is an opportunity for motivated individuals looking to establish an ongoing working relationship with a growing company operating within the commercial maintenance and facilities management sector.

Key Responsibilities

• Manage incoming and outgoing telephone calls, emails and general business enquiries.
• Assist with the daily coordination and scheduling of commercial maintenance assignments.
• Communicate with tradespeople, subcontractors and clients regarding job requirements and availability.
• Source and contact suitable tradespeople to fulfil maintenance assignments across the UK.
• Prepare and distribute job descriptions, work instructions and assignment details.
• Maintain accurate records of contractor information, availability and completed assignments.
• Monitor ongoing jobs and provide regular updates to management and relevant clients.
• Assist with contractor recruitment, screening, onboarding and documentation.
• Prepare and organise administrative documents, job reports, timesheets and operational records.
• Support the processing and verification of contractor working hours and payment information.
• Respond professionally to enquiries, operational changes and urgent maintenance requests.
• Ensure confidential company, client and contractor information is handled appropriately.
• Work closely with management to ensure the smooth running of daily business operations.
• Maintain professional communication standards and follow company policies and procedures.

Requirements

• Previous experience in administration, customer service, recruitment or operational coordination is desirable.
• Strong written and verbal communication skills.
• Good organisational abilities and attention to detail.
• Ability to manage multiple tasks and prioritise workloads effectively.
• Confidence communicating with clients, contractors and internal management.
• Competence using email, Microsoft Office, Google Workspace and general administrative systems.
• Ability to work independently and efficiently in a remote environment.
• Reliable internet access, a suitable computer and an appropriate working environment.
• Professional telephone manner and problem-solving skills.
• Ability to remain calm and organised when handling urgent or time-sensitive assignments.
• Understanding of confidentiality and data protection responsibilities.
• Willingness to complete Vanguard Logistics’ onboarding and employment contract process.

What We Offer

• £14 per hour, subject to the agreed employment terms.
• Remote working opportunities within our administration and operations department.
• Flexible working arrangements based on operational requirements.
• A minimum contracted commitment of 8 hours per week, where agreed in the employment contract.
• Opportunities for additional hours and overtime depending on business demand.
• Training and guidance on Vanguard Logistics’ internal procedures and operational systems.
• Experience within the commercial maintenance and facilities management industry.
• Opportunities for increased responsibilities as the company continues to expand.
• An ongoing professional working relationship with our management and operations team.

Please note: Vanguard Logistics is currently expanding its administration team to support existing operations and upcoming commercial maintenance contracts. Additional working hours and overtime will depend on operational demand and availability. Hours beyond those expressly guaranteed in the employment contract are not promised.

Apply Now

Interested applicants should apply with an up-to-date CV or summary of their relevant experience, administrative skills and availability.

Applicants should demonstrate strong communication skills, reliability and the ability to work effectively within a fast-paced operational environment.

Vanguard Logistics Ltd – Administration TeamEmail: [email protected]: 07928 884026

Pay: From £14.00 per hour

Expected hours: No less than 8.0 per week

Work Location: Remote