Operations Coordinator

Operations Co-ordinator

Location:   Aberdeen

Hours:    Full time, 37.5 hours per week, 9:00 – 17:30 Monday to Friday

About the position:

Working with the General Manager and Operations Manager the key focus of this role is to effectively handle  the required work in support of International Operations department situated at Aberdeen whilst support Branch Customer Service in respect of Sea &  Air Freight, providing focus to continuous improvement

• Adheres fully to the companies Quality Management Systems/Standard Operating Procedures/Company Policies/Procedures (Company Handbooks) at all times.
• Has responsibility for the Health, Safety and Welfare of self and others and to comply at all times with the requirements of the Health & Safety regulations.
• Adheres to the Company Equal Opportunities Policy, behaving in an anti-discriminatory, culturally sensitive manner at all times
• Ensures confidentiality at all times, ensuring full compliance of Data Protection Act
• Ensures the efficient use of energy supplies and the effective management of waste. 
• Answers telephones, meets and greets visitors and contractors as per company policies/procedures
• Maintains records in accordance with established policies and procedures and audit guidelines
• Attends and participates in internal meetings as appropriate
• Communicates and cooperates with internal departments as appropriate
• Participates in audits as appropriate
• Contributes to the maintenance of good housekeeping regimes.
• Undertakes continuous professional development (CPD) to maximise knowledge and understanding, ensuring compliance at all times with any relevant legislation.
• Contributes ideas and suggestions to support the continued growth of the company
• Delivers a quality customer/client service
• Identifies potential for new business development (where appropriate)
• Adheres to and fully supports the company’s continuous improvement programme
• Performs miscellaneous job-related duties as assigned

Key Tasks and Responsibilities will include:

• To work within the International Team particularly the Operations/Warehouse facility at Aberdeen Air & Sea Freight  operations providing motivation and, where applicable, mentoring to ensure maximization of staff efficiency and potential leading to an improved Customer experience.
• Liaison with relevant stakeholders within the business to anticipate future trends and requirements thus ensuring that processes and department structure are in line with Customer requirements whilst producing maximum efficiency.
• In conjunction with the GM Aberdeen manages change through times of reorganization in order to meet the changing needs of the business.
• Conduct monthly financial audits to ensure accuracy of reported figures, both current and historical
• Constant management in respect of accuracy of GP reporting, ensuring errors are corrected and staff are trained to mitigate/eliminate future occurrences.
• Liaison with both Sales and Product Support (both Air & Ocean) to ensure business is moved via most profitable means whilst being in line with Customer expectations.
• In conjunction with the GM/ Operations Manager Aberdeen Identifies and implementing efficiencies within the department and supply chain.
• To ensure that the International Team at Aberdeen adheres to Company standards in respect of data quality, meeting Key Performance Indicator targets as set out in Global policy.
• Maintenance of “house” accounts at a Customer Service level, ensuring opportunities for further business are developed accordingly.
• Attend customer meetings in conjunction with GM Aberdeen  in respect of implementation, retention or further development of customer accounts.
• Point of escalation between customers/partners and Hellmann for operational issues.
• To represent the Company in a positive and professional manner, ensuring the culture within the team accurately reflects that of the Global Hellmann brand.
• Be committed to excellent service quality
• In conjunction with the GM / Operations manager facilitate cover for the department during absence
• Actively engage in all operational problems with a view to find workable solutions, both immediate and long term
• Consistently evaluate processes and procedures and suggest possible improvements which will both enhance the customer experience and drive internal efficiencies
• Plan and control one’s day to day activities
• Manage and control one’s expenditure within agreed budgets
• Contribute as necessary to the development of Strategic Planning
• Monitor and evaluate performance (in relevant areas) and take necessary action to improve
• Identify, analyse and communicate/report on performance & results to ensure continual improvements to Senior Management Team
• Facilitate meetings as appropriate
• Ensure that the internal procedures and controls, including the Quality Management Systems/Standard Operating Procedures & Company Handbooks are recognised, understood, updated and maintained across the company
• Enforce internal procedures and controls, including the Quality Management Systems/Standard Operating Procedures & Company Handbooks
• Review and ensure continuing suitability, adequacy and effectiveness of internal procedures and controls within area of responsibility
• Undertake regular sample checks of work within the department to ensure all activity meets company procedures and controls
• Liaise with other functional/departmental managers/supervisors to maximise communication and collaboration
• Manages Sickness and Absence activity including,  the undertaking Return to Work interviews
• Effective management of Holiday’s ensuring the department and or business is sufficiently staffed.
• Lead, manage, motivate and develop people
• Undertakes Recruitment activities in line with the company Recruitment & Selection Procedures utilising support from HR as applicable
• Undertake effective performance management of team/department
• Manages conduct and performance matters including Discipline, Grievance and Capability
• Review, recognise and reward staff performance as appropriate
• Identify, plan and evaluate training and development of staff
• Train and mentor staff as appropriate within limitations of own authorities/knowledge, competence and resource
• Undertakes procurement activity in line with agreed parameters (as required)

About you:

The ideal candidate will be educated in Maths and English (oral and written) to GCSE, Standard Grade or equivalent; grade A-C and be able to demonstrate highly competent computer skills in all areas of Microsoft office. 

Salary is dependent upon qualifications and experience.

Our Values:

As a Global active logistics service provider, Hellmann Worldwide logistics serves solutions for every logistical challenge. In our vision, we year and strive for a better world: A world where humankind takes care of the environment, quality of life is improved, and social equity is reality. We can only realise this world together

At Hellmann Worldwide logistics, we look for people who live;

• Our caring spirit, which makes us stand out from the rest
• Reliability and are accountable in every situation
• Entrepreneurship by knowing the business , industries and the market
• Forward thinking and are bold to bring in new ideas to perspectives

Do you represent these values and feel like it would be the best fit? Then apply now.

If this sounds like the role for you,

Right to Work UK

In accordance with Home Office guidance successful candidates will be required to show evidence of their right to work in the UK before their commencement of employment. The successful candidate therefore must be able to demonstrate their right to work status for the UK during the recruitment process. We encourage you to review the UK Home Office guidelines ahead of submitting a job application to review whether you meet the criteria and understand the immigration fees that you would be responsible for when making a visa application.

All offers of employment are subject to a five year background check and criminal records check satisfactory to our Company.

Successful applicants will be contacted to arrange an interview. Unfortunately due to the volume of CV's we receive we are unable to reply to unsuccessful candidates at this stage. If you have not heard from us within 2-3 weeks, your application has not be successful on this occasion.

Please note should sufficient applications be received we reserve the right to close this vacancy at any time, we therefore encourage all interested applicants to apply at their earliest convenience to avoid disappointment.

We are not looking to engage with any external recruitment agencies.