Office Support Coordinator

6 days ago


Birmingham, Birmingham, United Kingdom RSS Infrastructure Full time

At RSS Infrastructure, we offer a competitive salary of £30,000 - £35,000 per annum.

About the Role

We are seeking an experienced Office Administrator to join our team in Aston, Birmingham. As our ideal candidate, you will be responsible for providing administrative support to our team with a wide range of office and project administration tasks.

Key Responsibilities:

  • Accurately transferring allocated shifts from client work plans onto board spreadsheets.
  • Ensuring job orders are accurately entered onto Aspire including postcodes, supervisor names and contact details, pick up times and locations and order numbers.
  • Assigning workers accurately planned works on Aspire, as planned by the Rail Managers, highlighting issues relating to potential exceedances, worker competence and missing tickets (ie small tools).
  • Highlight to Project/construction managers if when assigning workers to Aspire they contravene rail working regulations or do not comply with all UK employment legislation.
  • Checking if confirmation of attendance on planned works is received from all workers, chasing if not received, and highlighting to Rail Managers where confirmation is outstanding.
  • Printing, scanning and sending timesheets to workers a minimum of hours in advance of work.
  • Chasing timesheets (where required) ensuring workers return them by . each Monday for prior weeks work.
  • Checking that all client orders match Aspire, highlighting issues to the Rail Manager, requesting amendments to orders where required and ensuring all order numbers are accurately entered onto Aspire
  • Ensuring that all holidays booked by workers are recorded on Aspire.
  • Ensuring all training notified by the Rail Managers is recorded on Aspire.
  • Delivering accurate and effective administration ensuring all workers are paid correctly and on time.
  • Responsible for updating the client system as and when required.
  • Keeping Fatigue Risk Calculators up to date for all Safety Critical staff and drivers and highlighting any issues to management.
  • Ensuring % compliance with all company processes, procedures and management systems.
Requirements

We are looking for someone with either a qualification to level 3 in Business Administration or a minimum of 1 year of administration experience. You should also have experience of working with Timesheets, Payroll and Staff Rotas, knowledge of using worksite management systems, and a solid understanding of MS Office applications including Word and Excel.

What We Offer

  • days paid annual leave rising to plus statutory bank holidays
  • Contributory pension scheme
  • Life assurance
  • BHSF healthcare cash plan
  • Employee assistance programme
  • Sick pay increases with length of service
  • Long service awards
  • Continuing professional development


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