Operations Coordinator - Poole, United Kingdom - RPS Group

RPS Group

Verified Company

Poole, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

We are recruiting for an
Operations Coordinator on a 12-month FTC basis to cover maternity leave.

The opportunity is to be based in Poole, Dorset to provide project support, logistics planning, administration and office management support to the EES team.

About The Team:

The Explosives Engineering Services (EES) team are a team within RPS managing and consulting on Unexploded Ordnance Risks both on land and within the marine environment.

RPS EES supports our global clients in the assessment and reduction of risk associated with unexploded ordnance.

RPS, A Tetra Tech company:

Representing an exciting new chapter in our business, in January 2023 RPS became a Tetra Tech company.

With 27,000 employees in more than 550 offices in more than 120 countries on seven continents, Tetra Tech is a leading, global provider of consulting and engineering services.

As a Tetra Tech company, RPS is proud to offer our people market-leading development and project opportunities, helping to solve some of the world's most complex problems.

About The Role:

The Operations Coordinator will work alongside the Technical Director, Project Managers and Consultants will have responsibilities across the following areas: Project Assistance, Logistics Planning and general Office Management.

Project Assistant / Logistics Planning:

Project logistics, including planning of offshore personnel and travel booking, not limited to hotels, flights, trains and hire cars. This includes the Flexibility to respond to last minute travel and operational requirements, sometimes dealing with logistic emergencies and issues outside of office hours, as and when they arise.
Updating International SOS Tracker with personnel movements around the globe.
Preparing project documents for offshore / site personnel and regular communication to keep up to date with their availability and inform them of any suitable projects.
Liaising with project management, clients, and contractors, supplying them with personnel documents and updates on logistics
Updating the team on operational activity via Teams, whiteboards, and Excel spreadsheets.
Review of timesheets and invoices to confirm dates and details are correct and can be approved for the finance team to pay.
Opening and closing projects and enquiries, including filing, and advising the accounts team on project requirements.
Carrying out company induction and onboarding for new offshore site personnel in line with company induction process, including document control and updating of personnel files, including certificates, CVs, and personal data according to GDPR guidelines.
Keeping the project management informed regarding absence, leavers, and personnel availability.
Completion of prequalification questionnaires with company details, such as HSE, accounts and personnel stats, including company registration information. Including checking and updating procurement portals, including but not limited to SAP Ariba, EU Supply, Aconex.
Keep project teams informed of all deadlines, and completion dates to ensure timelines are met.
Project document control, check and review document content before filing, liaising with relevant internal staff to ensure documents are correctly categorised and are inline with MS quality standards.
Preparation and proofreading of reports, proposals, CVs, letters, and project documents as required, including project document control.
Proactively supporting company Health and Safety initiatives.

Office Management:

Answer the telephone professionally and courteously, transferring calls to the appropriate person or taking messages and passing these on promptly.
Accept deliveries to the building, sign for packages and deliver or alert the appropriate person of their arrival.
Check off and unpack stationery supplies, ensuring that the cupboards are kept stocked, organised and tidy.
Approve office invoices, such as Gas and Electric, cleaning etc
Obtain quotes for any work/repairs which need to be carried out and manage contractors visiting the building i.e., fire alarm maintenance, cleaners, by arranging site visits, providing the required access and sign off paperwork.
Occasionally book refreshments / lunches for collection/delivery to the building as required, ensuring Finance are advised in the event of these being requested for monthly billing purposes.
Manage petty cash.
Ensure milk, coffee, tea, sugar etc. are kept replenished, order/purchase supplies.
Maintain details of keys issued and Keyholder responsibilities for the office building.

About You:

A high attention to detail and organisational skills to enable efficient working in a fast paced environment.
Strong communication skills and willingness to tackle challenges to solve problems.
The ability to be selfmotivated whilst remaining enthusiastic and positive towards duties. Strong leadership, motivational and mediation skills, and the ability to take