Operations Administrator

About the Role

[Employer hidden — sign up to reveal] is entering a phase of exciting and ambitious strategic growth, with a clear objective to significantly increase our operational capacity. This expansion includes a target to grow our site-based workforce. To successfully support and manage this substantial growth, we are looking for a highly motivated individual to join our team as a full-time Operations Administrator. This key support role is designed to drive efficiency across our expanding portfolio of projects.

Responsibilities

• Provide cover during annual leave and staff absences to ensure continuity of administrative support across departments.
• Purchase office supplies and consumables, monitoring stock levels and placing orders as required.
• Assist with arranging internal meetings and company events, including room bookings, scheduling, attendee coordination, and refreshments where required.
• Support the Operations Support Manager with booking external training and managing authorisations, including CBTs.
• Book site-operatives and office staff mandatory e-learning courses through the relevant platforms.
• Monitor and track Chargehand mobile phones, ensuring each Chargehand is issued with a company mobile phone.
• Maintain accurate records of phone allocations, replacements, and returns.
• Support the Fleet Coordinator by processing weekly vehicle reports, vehicle handovers, tyre reports and following up on outstanding submissions.
• Support the Fleet Coordinator with the on-hire and off-hiring of vehicles, including vehicle inspections, documentation and removal from the insurance.
• Maintain accurate records of driving documentation on relevant systems; including driving declarations, driving licences, IDPs, and legalities to drive in the United Kingdom.
• Monitor vehicle usage and report excess mileage and fuel consumption to the Operations Support Manager and Fleet Coordinator.
• Identify excessive wear, damage, or misuse of vehicles and escalate issues to management.
• Monitor wheel lock compliance, fuel card usage, and the allocation of drivers and vehicles, escalating issues to the Fleet Coordinator as required.
• Assist with scheduling vehicle maintenance, servicing, and inspections as required.
• Create and schedule engaging posts highlighting fleet activities, achievements, and key milestones.
• Support the Payroll Processor with hotel and accommodation bookings for site-based and office employees, ensuring arrangements meet individual needs and project requirements, while maintaining the best rate for the accommodation.
• Maintain accurate and up-to-date records of all accommodation bookings, including employee stay dates, extensions, and checkouts.
• Regularly review booking records to ensure all employees have confirmed accommodation for the full duration of their required stay.
• Provide payroll support during annual leave periods using Nextra, ensuring continuity and accuracy of payroll processes.
• Carry out weekly checks and updates on Skillko
• Be the first point of contact for all PPE related queries, issuance of PPE to employees in line with company standards and health and safety requirements.
• Manage and maintain accurate PPE stock levels, including conducting monthly stock takes and arranging reorders as necessary.
• Maintain accurate records of PPE issuance and returns while providing data as and when required.
• Maintain accurate and up-to-date records on the Vehicle Management System (VMS) and Asset Log.

General Administrative Support

• Provide seamless administrative coverage for various departments during staff absences and annual leave.
• Manage and procure all necessary office supplies and consumables,
• Serve as the primary contact for all PPE (Personal Protective Equipment) inquiries.
• Issue PPE to employees, ensuring compliance with company standards and health and safety regulations.
• Manage and maintain precise PPE stock levels, conducting monthly inventories and coordinating reorders as needed.
• Keep meticulous records of all PPE issuance and returns, providing data reports upon request.
• Maintain accurate and current information within the Vehicle Management System (VMS) and Asset Log.

Application Instructions

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