Operations Support: Projects
Are you organised, proactive and confident supporting an operations team? Do you enjoy coordinating information, keeping tasks on track and helping projects run smoothly from start to finish?
Vital Synergy is looking for an Operations Support to join our growing team. This office-based role is ideal for someone with strong administration skills, excellent attention to detail and the ability to support project coordination, documentation, communication and day-to-day operational tasks within a fast-paced commercial engineering environment.
About Vital Synergy
With over 20 years of engineering excellence, Vital Synergy is a trusted partner in delivering end-to-end building solutions. We support the transition to clean energy and low-carbon systems through: innovative building services engineering, renewable energy integration, energy efficiency solutions, and collaborative partnerships that drive sustainability across communities and industries.
Our Expertise
We specialise in the design, installation, and management of decentralised energy and multi-utility networks, focusing on low and zero carbon technologies. Our expertise spans bespoke commercial heating, industrial plumbing, and mechanical engineering. Our remote-access BMS platforms enable clients to monitor, measure, and optimise energy use for greater efficiency and sustainability.
Our Portfolio
Our portfolio includes projects across Commercial, Industrial, Education, Housing, Local Authority, and Agricultural sectors. From Air Source Heat Pumps to high-efficiency commercial plant rooms.
Role Overview
This is a full-time, permanent office-based role for an organised and proactive individual who can manage multiple tasks through to completion. The Operations Support role will help coordinate commercial engineering projects from pre-construction through to delivery and handover, working closely with the Operations Support Manager, project managers, site teams, directors, suppliers and subcontractors. The successful candidate will support day-to-day project coordination, helping ensure programmes, deliveries, documentation and daily requests are managed efficiently and followed up clearly.
Key Responsibilities
- Project Administration Support: Support the Operations Support Manager and wider projects team with daily administrative duties across commercial projects
- Pre-Construction Support: Assist with setting up new projects, saving documentation, issuing information, maintaining trackers and helping prepare project folders on SharePoint
- Communication & Coordination: Liaise with site managers, project managers, directors, clients, suppliers and subcontractors to ensure information is shared clearly and actions are followed up
- Programme & Delivery Support: Help monitor project programmes, delivery dates and site requirements to support the team in meeting key deadlines
- Purchase Orders & Supplier Support: Raise, issue and track purchase orders, request quotes, chase deliveries and help resolve supplier queries where required
- Subcontractor Support: Assist with subcontractor onboarding, compliance documentation, insurance, DBS/CSCS requirements and general project-related queries
- Meeting & Action Support: Support with arranging meetings, preparing notes, updating action trackers and following up on outstanding tasks
- Handover Packs: Help put together project handover packs, including relevant certificates, commissioning information, O&M information, warranties, datasheets and close-out documentation
- Document Control: Save, file and maintain accurate project records, drawings, site information, RAMS, compliance documents and correspondence in the correct locations
- General Office Duties: Assist with opening and closing the office, replenishing coffee and kitchen supplies, maintaining stationery levels, supporting visitors and helping keep the office organised
- Wider Team Support: Provide flexible support to the Operations Support Manager, project managers and directors with any reasonable administrative tasks required to keep projects running smoothly
Experience & Qualifications
- Experience in administration or project support
- Strong organisational skills: ability to manage multiple tasks, prioritise workload and keep accurate records
- Confident communicator: comfortable liaising with site managers, project managers, directors, suppliers, subcontractors and clients
- Proactive approach: able to anticipate what needs doing, follow up actions and work well in a busy project environment
- Attention to detail: ensuring project documents, purchase orders, trackers and handover information are accurate and up to date
- IT proficiency: experience using Microsoft Office Suite, Outlook, Excel, SharePoint and Teams
- Team player: willing to support colleagues across operations, projects and office administration
- Knowledge or interest in mechanical, electrical, construction or commercial project environments would be beneficial
- Full UK driving licence
- Right to work in the UK
What We Offer
Apply for this position
If you're organised, proactive and ready to support commercial engineering projects from pre-construction through to handover as part of a supportive and collaborative team, we want to hear from you.
Apply Now