Operations Administrator

2 weeks ago


Leeds, Leeds, United Kingdom NOVA MANAGEMENT SERVICES LIMITED Full time

Skills and Experience Required:

  • Coordinate activities between different departments.
  • Be a strong organizer.
  • Communicate effectively with colleagues.
  • Previous Administrative Experience
  • Time Management
  • Excellent Communication Skills / Literacy Skills (Written & Oral)
  • Excellent Administrative Skills / Minute taking
  • Ability to manage own work and cooperate with others
  • Numeracy Skills
  • IT Skills particularly Microsoft Outlook, Microsoft Word, Excel & PowerPoint
  • Customer Service Skills
  • Organisational, Problem solving skills
  • Experience with xero Accounting Software

Admin tasks

  • To always represent Nova in a professional manner and maintain a high level of service to the client.
  • To support the operational team with amendments of systems and processes with a view to maintaining accurate records at all times.
  • Production of client correspondence and documents.
  • Maintain and update the Nova File, ensuring all client and internal information is current.
  • Provide an efficient and professional customer support service as the first point of contact for clients for the Operational Team.
  • To ensure the operational teams are aware and working towards achieving the agreed SLAs.
  • To provide general office administration support as required
  • Ensure that all tasks and reports are completed in a timely and efficient manner
  • Ensure that all data is up to date, always checking for new items to be added to documents or old and irrelevant information to be removed accordingly.
  • Place orders
  • To support the operational team in mobilizing and demobilizing contracts.
  • Making travel and accommodation arrangements as required for operational and others as instructed.
  • Processing expenses
  • Manage invoicing and ensure that payments are made on time.

Meetings

  • Book meeting rooms, and ensure all equipment are in working order.
  • Distribute minutes and/or action plans from the previous meeting.
  • Attend disciplinary, investigation, grievance and other HR meetings, taking minutes when required.

Projects

  • Compile Equipment Asset Register.
  • Compile PAT test machine list.
  • Create distribution and contact lists for subcontractors, suppliers, and any other ad hoc information as requested by the Operations Manager and/or the Account Lead.
  • To collect data and keep uptodate documents such as company insurance policies and certificates.
  • Assist the Account Manager in any projects when required.
  • Creating templates, updating information on the system adding new locations

Finance

  • Generate quotations and POs when requested.
  • Produce contract variation quotations for requested services requested by Managers
  • Monthly reconciliation of rolling POs.
  • Coordinate new client/services information and client/services terminations
  • To follow instructions from either the client or Nova Contract Management Team.
  • Ensure all set budgets for uniforms, consumables, and materials orders are adhered to by all managers.
  • Ensure all ad hoc works are billed weekly, by sending reports to the finance team.
  • Resolve all invoice queries and complaints in a timely manner.

HR Support

  • Ensure all holiday records are up to date.
  • Working with the Payroll team
  • Advertise positions for cleaning operatives, and supervisors on the internal portal.
  • To support the operational team with the onboarding processes

Job Type:
Part-time

Part-time hours: 20 per week

Salary:
£13.00-£15.00 per hour

Benefits:

  • Company pension
  • Free parking

Schedule:

  • No weekends

Work Location:
In person

Expected start date: 15/04/2024

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