Operations Co-ordinator

Job description

**Title**:Operations Coordinator
- Part Time**

**Department**:Operations**

**Reports to**:Service Manager**

Overview

This role is designed to work within the Operations Team to maintain the day to day running and planning of our on-site service teams and Warehousing facilities. This role is vital in ensuring that resources are planned and that progress is tracked and reported correctly.

This role requires strong administrative, coordination and communication skills, managing the submission of permits to local governments and aviation authorities, including, but not limited to, producing job brief packs for the service teams and coordinating the labour allocated to Service across the company’s portfolio.

As part of this responsibility the Service Coordinator will need to ensure staff have the correct passes to access the sites where our teams’ work is paramount, as well as working with the Service Manager to ensure Risk and Method Statements are completed before works can commence.

Working within an innovative technology business, you will be carrying out a high paced, challenging and demanding role, where the ability to work within and outside of a team is essential.

Key Responsibilities
- Day-to-day logistics of the business
- Long and short term Preventative planning
- Implementation of resource schedules working with the Service Manager
- Coordination of both internal and external resource
- Ensuring cost data is inputted into jobs and financial trackers to allow budgetary tracking
- Raising and managing supplier purchase orders when instructed by the Service Manager
- Creation of job packs for Engineers including drawings, RAMS and Checklists
- Inputting the data from a Project Handover into Halo and Service shared drives
- Lead the permit and local authority approvals process for proactive and reactive maintenance as required.
- Health and Safety of the business
- Ensure that RAMS are stored correctly and submitted to key stakeholders in a timely and proactive manner
- Coordinate H&S audits for maintenance visits internal and external, resolving corrective actions by working with the Head of Service Delivery
- Assist the Admin assistant in the implementation of Engineers safety training sessions
- Working Site Relationships and Requirements
- Ensure proactive communication with clients and key stakeholders to produce reporting documentation produced by the Data Analyst
- Build relationships and rapport with local authorities and establish the process for permit submissions in each locale.
- Warehousing and Logistics
- Organise and coordinate the layout and departmentalisation of the Warehouse at Head Office.
- Act as the guardian of the delivery and collections process and ensure the correct process is followed.
- Coordinate the placement of stock and materials for each job.
- Assist the Service team with RMA returns
- Financial Coordination and Monitoring
- Assist the admin assistant where possible to ensure that all costs related to jobs are tracked and managed including engineers’ expenses, accommodation and travel and material costs

Essential Skills, Experience and/or Qualifications
- Excellent administration skills
- Proficient in MS Office
- Previous experience in a similar role
- Strong communication skills
- Good time management
- Excellent coordination skills

Desirable Skills, Experience and/or Qualifications
- Experience in logistics
- Experience in cost tracking and budgeting
- Proactive approach to coordinating works and arranging permissions/approvals with clients/landlords/local authorities
- Proficient in Google Applications i.e Gmail, Google Drive, etc.

Other Responsibilities
- Strengthen and maintain client relationships
- Work with Service Manager and Regional Leads to ensure staff, equipment and stock levels are managed
- Ensure operational staff at client sites are happy with job completed
- To understand and ensure that RAMS have been completed and submitted correctly for appropriate jobs

Position Requirements (knowledge & experience)
- Excellent verbal and written communication skills
- Good IT knowledge (including Microsoft/Google office products)
- The ability to work using your own initiative as well as working within a team
- Good people skills and excellent customer service ethic
- Flexibility
- Problem solving
- Strong organisational skills
- Punctuality
- The ability to multitask and understand how to prioritise their workload
- Leadership and supervisory skills
- Ability to make decisions under pressure and deal with complaints

Travel

This job position is based from the ADXBA Manchester office in Hyde, Cheshire but will require the individual to attend on-site meetings and also be involved in on-site works as required.

This job description sets out the scope and main duties of your role. It does not include or define all tasks which the post holder may be expected to carry out. Duties will vary from time to time without changing the na