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Operations Administrator
3 months ago
Our client, a very progressive and innovative comnay based on the outskirts of Norwich is now in the market for an Operations Administrator to join their rapidly expanding team.
This role will support our clients project operations by providing diligent assistance, both with daily office and administration duties.Key Responsibilities will include:
Review and filing of client purchase orders, contracts and instructions, including reviewing for accuracy against quoted scope
Movement of all enquiry folders to live projects once confirmed including all correspondence and contractual information
Ensuring project folder transfer from sales to live stage is complete and stored within live project area
Update and manage the project tracking long including new project entries, maintaining existing entries, invoicing through to project close out
Manage and update live operational spreadsheets, including all operational manning schedules up to date
Review and first sign off for time sheets and expense claims prior to management review
Participate and minute take during operational review meetings
Processing project specific clearances for site operatives
Archiving completed project folders and ensuring all project related incoming and outgoing correspondence is dealt with appropriately
Collect and all office based internal timesheets each week and review for accuracy
Input all timesheet based information into master spreadsheet for management sign off
Accurately prepare all invoices including timesheets and billable services ensuring in line with client proposal and instruction
Management of personnel databases including subcontracted staff and suppliers
Internal management of client reps
Generating and managing contracts for subcontracted staff and suppliers
Arranging and issuing supplier purchase orders with finance and issuing personnel
Review internal documentation on request, including proof reading and formatting documents prior to issue
File and record externally supplied documentation and information
Maintain reporting directory for client reports
Coordinating marine projects as required
Assist with compliance and ISO document management
Support to accreditations and auditing
Carryout out any reasonable additional duties on behalf of our client, as directed
Ordering of stationary and office supplies as instructed
Liaise with reception contact
Key responsibilities will also include:
Front of house tasks.
Administration support across all business functions
Maintaining spreadsheets and trackers.
Assisting with sales and marketing activities.
Administration relating to their internal systems.
Expertise required:
Conscientious, self-motivated and proactive nature.
Strong verbal communication and listening skills.
Excellent demonstratable written language skills, and accurate typing.
Exceptional organisation skills.
High levels of accuracy and attention to detail.
High levels of computer literacy within Microsoft office
Ability to handle sensitive, confidential information.
Strong time management skills and ability to prioritise workload
Ability to work under pressure and complete tasks to tight deadlines
