Operations Administrator

Posted on Dec 10, 2018 by We Are SSG

Fetcham, Surrey United Kingdom
Admin & Secretarial
Immediate Start
£23k - £23k Annual
Full-Time

This is a temp to perm role, Monday to Friday

Team based, fun, friendly and busy, 5 in team

Providing support the London Service Office, working closely with Operations Supervisors and their Field Technicians to assist in the day-to-day running of the operations in London and surrounding areas from the Leatherhead service office. Work within a small service team to deliver best service to our contract clients, providing support with customer queries and reporting as needed. Ensure all associated tasks are processed in a timely and accurate manner, co-ordinate labour and assist in monthly invoicing

Responsibilities:

  • Provide day to day support to customers and to operations supervisors through the use of telephone and email
  • Input new orders for repairs and maintain existing order within AS400 system accurately
  • Co-ordinate the management of labour within your assigned region to ensure schedules are accurate and reflect order commitments
  • Coordinate timesheets, jobsheets, inspection records and other operational documents, maintaining overtime / standby spreadsheets for payroll and local administration filing.
  • Raising purchase orders both internal and external, gaining approvals for purchase orders within the guidelines and maintaining file records to satisfy audit requirements
  • Prepare invoicing for all completed jobs according to the monthly work in progress report working with Service Manager to ensure targets are met
  • Support the engineers and management with administrative control tasks, issuing documentation and maintaining effective file and retrieval systems currently in place
  • Assist Administration Manager and service team with administrative tasks as required
  • Build and maintain strong interdepartmental relationships to develop a suitable understanding of the systems and processes, to support operational team and other areas of the business
  • Ensure adherence to all Company Policies and Procedures.
  • Be fully conversant and compliant with all Environmental Health and Safety procedures.
  • Complete quarterly ethics module as advised by Ethics & Compliance Officer (ECO)

PERSON SPECIFICATION

Qualifications/ Experience/Knowledge:

Essential

The role requires a strong administrative background and the ability to multi-task and communicate at all levels. The ideal candidate will be logical, methodical and conscientious. They should possess;

  • Customer focus with an understanding of customer requirements and customer care
  • Excellent interpersonal & communication skills
  • Excellent Organisational skills while under pressure and within tight timescales (to include time management, the ability to multi-task, prioritize, efficiency and accurate attention to detail)
  • Ability to work on own initiative, prioritizing workload individually and as a team
  • Assertive, resourceful and pro-active when problem solving
  • Tact and diplomacy, working within a national company
  • Computer literacy, particularly proficient in Excel and across Microsoft Office
  • Previous experience in an administration based role
  • Good level accurate typing skills, numeracy and literacy

Desirable

Experience of using AS400 would be idea, but training will be provided on our systems

Experience of work scheduling within a service based role

Good geographical knowledge of the UK

Personal Qualities and Behaviors:

Good communication skills

Team player

Good telephone manner

Customer focused

Self-motivated

Ability to meet deadlines

Ability to thrive under pressure

Reference: 599173646

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