Operations Administrator - Belfast, United Kingdom - Ventilation, Surveys & Services Ltd
Description
Summary
To provide an effective and efficient support to the Operations Manager and site services team by carry out a range of administrative tasks, assisting with the planning and delivery of works.
Responsibilities:
Administration
- Collate and provide invoices to customers by electronic format in an efficient and prompt manner.
- Process and manage the ordering of filtration products and services for regional customer base.
- Collate and return statistics on a monthly basis or more frequently as required and deal with any adhoc statistical queries that may arise.
- Provide update/progress reports to NI Operations Manager as and when required.
- Plan and organise staff travel and accommodation arrangements in advance of training course attendance.
- Assist with ordering/issuing of stock and equipment for field staff through central Belfast office/store.
- To maintain an up to date and current electronic filing system.
- To manage manual office filing system and proactively maintain up to date filing arrangements.
- Effectively deal with telephone calls from customers, all other staff and individuals or organisations, taking messages, ensuring follow up and resolving any problems as appropriate.
- Processing daily sick leave for all staff within the site team and liaising with staff re self
- Maintain and update staff training records as well as book mandatory training as required.
- Work closely with the Operations & NI Account Managers to assist in accurate works planning.
- Take ownership of adequate planning of resources in relation to planned work programmes.
- Ensure administrative documentation and systems are kept up to date.
- Coordinate and provide as fitted drawings to site staff in a timely manner in accordance with site staff planning.
- To attend meetings as and when required by NI Operations Manager
- Deputise for Operations Manager during periods of leave
- Ensure good health and safety practices are followed in all aspects of the business
- Any other duties as directed to assist delivery of work and its administration
- Proficient in the use of MS Excel and Word packages in order to produce and present reports for NI Operations Manager and VSS Senior Management Team.
- Display effective communication with site staff and service delivery team.
- Assist where necessary to develop, maintain and build relationships with key field team staff and regularly update VSS organisational structures where required.
- Maintain high standards of confidentiality in respect of all matters.
Job Types:
Full-time, Permanent
Salary:
£22,000.00-£26,000.00 per year
Benefits:
- Additional leave
- Childcare
- Company events
- Cycle to work scheme
- Free parking
- Onsite parking
- Referral programme
- Wellness programme
Schedule:
- 8 hour shift
- Day shift
- Holidays
- Monday to Friday
- No weekends
Ability to commute/relocate:
- Belfast: reliably commute or plan to relocate before starting work (required)
Education:
- GCSE or equivalent (required)
Experience:
- administration role: 3 years (required)
- using own initiative and establishing rapport: 1 year (required)
- meeting deadlines and working under pressure: 1 year (required)
- working as a team: 1 year (required)
- in the operation and production of reports or databases: 3 years (preferred)
- Microsoft word and excel: 3 years (preferred)
Work Location:
In person
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