Operations Administrator

Job Summary

We are seeking a proactive, resilient and highly organised Operations Administrator to join our busy team. This is a demanding, fast-paced role with responsibility for coordinating daily delivery administration and maintaining accurate, up-to-date information across systems. A key requirement is making daily calls to confirm the delivery board for the following day/week, completing the relevant pre-site checklist for each delivery and resolving general delivery and site queries promptly. You will work closely with colleagues across the business and will have the support of the wider team where necessary, particularly with booking-in procedures, site requirements and Risk Assessments and Method Statements (RAMS). The successful candidate will be confident managing competing priorities, communicating professionally with customers and colleagues, and following tasks through to completion.

Responsibilities

· Make daily outbound calls to confirm the delivery board for the following working day, obtaining verbal confirmation from each customer or site contact.

· Complete the required pre-site checklist for every delivery, identifying and recording access restrictions, induction requirements, delivery times, site contacts and any other relevant instructions.

· Act as a key point of contact for delivery-related queries, responding promptly and accurately and working with the wider support team where assistance is required.

· Arrange and complete customer booking-in requirements, including providing employee and vehicle details through customer portals or other specified systems.

· Complete delivery-related paperwork with the support of the wider team, including induction forms where applicable and other documentation required for each operative attending site.

· Update, process and enter information accurately across the systems

· Keep all delivery records and systems fully up to date when delivery dates, site contacts, access details or other arrangements change.

· Document all customer and site correspondence in Outlook, including confirmed delivery times, named contacts and any agreed instructions.

· Communicate site restrictions or special requirements promptly to the relevant departments so that labour, vehicles, documentation and delivery arrangements can be planned correctly.

· Handle incoming and outgoing calls professionally, transferring calls to the appropriate department and maintaining excellent telephone etiquette.

· Respond promptly to emails, messages and general enquiries, ensuring outstanding matters are followed through to completion.

· Work closely with all departments to obtain and communicate business-critical information.

· Carry out general office administration, including filing, photocopying, scanning, document preparation and accurate data entry.

Skills and Experience

· Previous experience in a busy administrative or operations environment.

· Excellent organisational skills, with the ability to prioritise a demanding daily workload and manage several time-sensitive tasks at once.

· A confident and professional telephone manner, with the ability to obtain clear information and manage customer and site queries effectively.

· Strong attention to detail and a consistent approach to completing checklists, records and compliance documentation accurately.

· The resilience and initiative to follow up outstanding confirmations, resolve issues and meet daily deadlines.

· Strong written and verbal communication skills and the ability to work collaboratively across departments.

· Proficiency in Microsoft Office, particularly Outlook, Word and Excel

· Accurate data-entry and record-maintenance skills.

· The ability to work independently while recognising when to seek assistance from the wider support team.

· An understanding of delivery booking procedures, pre-site requirements and RAMS would be beneficial, although appropriate support will be available.

This is a hands-on and demanding position that plays an important part in ensuring deliveries are properly confirmed, documented and prepared before arrival on site. The successful candidate will be dependable, persistent and comfortable working to daily deadlines, while maintaining accuracy and a professional approach. Although the role requires personal ownership and initiative, support will be available from the wider team when needed, particularly for booking-in processes, RAMS and more complex site requirements.

Pay: From £25,000.00 per year

Benefits:

• Casual dress
• Company pension
• Free parking
• Health & wellbeing programme
• On-site parking

Work Location: In person