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.