Operations Administrator

Job Summary:

We are looking for an organized, reliable Operations Admin to manage front-desk reception, handle administrative tracking (quotes, invoices, job cards), and oversee all core operational, crane compliance, and operator files.

Key Responsibilities:

• Open, capture, and close job cards; follow up on missing job cards and sign-offs. Capture internal/supplier repairs, quotes, and invoices, track vehicle service schedules, send service-due reminders, and receive/file delivery notes against orders.
• Maintain daily control registers (key register, fuel register, breakdowns with time/asset logged) up to date and verified.
• Prepare dispatch packs containing required safety, site, and vehicle documentation for outgoing drivers/operators. Inspect returned paperwork (delivery notes, timesheets, contracts, job cards) and file the same day.
• Scan, name, and file licence discs, load test certificates, and permits into designated OneDrive asset folders. Capture renewal paperwork, supplier correspondence, and assist with AssetPool data entry.
• Maintain physical and OneDrive filing systems according to company naming standards, retrieve records for audits, and assist with operational escalations and emergency coverage as required

Key Requirements:

• Minimum 2 years’ experience in fleet administration or workshop control (crane hire, plant hire, or transport industry preferred).
• Computer literate with intermediate to advanced MS Excel skills and confident use of cloud filing (OneDrive).
• Proactive self-starter who sees what needs doing without waiting to be told, with strong organizational skills and high data capturing accuracy.
• High sense of urgency to handle fast-moving priorities alongside the Fleet Controller and Asset Coordinator.
• Good written and spoken English
• A valid driver’s licence (essential) and reliable personal transport

Please note:

• The closing date is the 31st of October.
• If you do not hear back after 2 weeks, please note that your CV was not accepted.
• No calls or WhatsApp messages will be accepted.

Application Question(s):

• Rate your level of proficiency in MS Excel:
• Basic (Data entry only)
• Intermediate (Spreadsheets, inventory tracking, min/max monitoring)

*Advanced (VLOOKUPs, Pivot Tables, variance reporting)

Experience:

• fleet administration: 2 years (Required)

License/Certification:

• driver's license (Required)

Work Location: In person