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Operations Assistant

2 months ago

Sevenoaks, United Kingdom CV-Library Full time

Position: Operations Assistant (Drainage)
Reports to: Business Development Manager (Drainage)

Role Overview:

The Operations Assistant is essential in supporting the daily operations of our Drainage Division. This role involves a blend of administrative tasks, scheduling, and stock management to ensure smooth and efficient workflows. In this fast-paced position, you will manage schedules, process invoices, oversee inventory, and handle essential data entry. Strong organisational skills and keen attention to detail are vital for success.

Key Responsibilities:

* Scheduling & Planning: Coordinate job schedules and manage diaries, using our CRM (Big Change) in collaboration with the Operations Manager.

* Workload & Resource Management: Plan, allocate, and review workloads to ensure targets are met efficiently and profitably.

* Email & Communication Management: Manage the Operations Department inbox, addressing requests and coordinating responses as needed.

* Fleet & Route Planning: Plan company fleet routes with a focus on cost-effectiveness and operational efficiency.

* Customer & Technician Liaison: Act as a primary contact for customers and Cleaning Technicians, assisting with operational enquiries.

* Operational Coordination: Support the coordination of stock, vehicles, and subcontractors to meet business requirements and operational targets.

* Inventory Control: Manage and verify stock records, ensuring inventory accuracy.

* Technician Scheduling: Provide guidance to Technicians on creating structured work schedules within strict timelines.

* Document Management: Amend and distribute RAMS and post-job reports, including Decontamination Certificates.

* Delivery Coordination: Communicate any changes in project delivery timelines to relevant stakeholders.

* Procurement: Coordinate the purchase of materials and services as needed for job delivery, consulting with the Operations Manager.

* Database Integrity: Ensure accuracy and integrity of project data within the internal database.

Essential Skills and Qualifications:

* Strong proficiency in Maths and English.

* Minimum of 2 years’ experience in office administration.

* Experience within an Operations department or knowledge of operational workflows is advantageous.

* Proficiency with general IT systems, including spreadsheets, word processing, and databases.

* Experience with accurate record-keeping.

* Excellent time management skills with the ability to prioritise and handle competing demands.

* Effective communication skills for both internal and external interactions.

* Ability to produce and present standard reports.

* Capability to handle confidential information sensitively and professionally.

* Basic calculation skills for routine tasks.

Company Values:

Our team members embody our core values of Integrity, Humility, Accountability, and Ambition. We seek individuals who resonate with these principles and who will positively contribute to our culture