Operations Administrator - Belfast, United Kingdom - Ventilation, Surveys & Services Ltd

Ventilation, Surveys & Services Ltd

Verified Company

Belfast, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

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.

Main

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

- certification/medical certificates as required.

Maintain and update staff training records as well as book mandatory training as required.

Resource Planning

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.

General Responsibilities

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

Key Skills

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)