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Operations Administrator

2 months ago

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 co-operate 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 up-to-date 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