Role Overview
We are seeking a proactive and organised Operations & Fleet Coordinator to support the day-to-day running of our business. This is a varied role that combines responsibility for fleet hire administration, health and safety coordination, compliance administration, and general operational support across all areas of the company.
The successful candidate will be a key point of contact for both internal teams and external partners, ensuring processes are completed efficiently, deadlines are met, and company standards are maintained.
Key Responsibilities
Health & Safety Coordination
- Act as the primary point of contact for the company's external Health & Safety consultants.
- Accompany Health & Safety representatives during monthly site visits and inspections.
- Coordinate and monitor all actions arising from site visits, audits, and inspections.
- Ensure all recommended checks, inspections, and corrective actions are completed within agreed timescales.
- Maintain accurate Health & Safety records and documentation.
- Liaise with management and operational teams to ensure compliance with Health & Safety requirements.
Hire Administration
- Manage the administration of the company's hire fleet.
- Prepare, issue, and monitor hire contracts, ensuring documentation is completed accurately and returned promptly.
- Allocate vehicles and equipment to hire enquiries while ensuring customer deadlines and operational requirements are met.
- Arrange transportation and logistics for vehicle deliveries and collections.
- Maintain and regularly update the fleet database, including vehicle specifications, locations, availability, and photographs.
- Ensure vehicle on-hire and off-hire inspections are completed, documented, and communicated to customers.
- Support the efficient utilisation of fleet assets and maintain accurate fleet records.
Training & Competency
- Maintain and regularly update the company training matrix.
- Monitor employee training requirements, qualifications, licences, and renewal dates.
- Schedule mandatory training courses, refresher training, and competency assessments as required.
- Maintain accurate records of qualifications, certificates, licences, and training attendance.
- Liaise with training providers and ensure training records are obtained and filed appropriately.
- Support onboarding processes, ensuring compliance, induction, and training documentation is completed for new starters.
- Ensure training records are readily available for audits, customer requests, and management reporting.
Quality & Management Systems
- Support compliance with recognised management standards, including ISO 9001 and ISO 14001 where applicable.
- Assist with the planning, coordination, and completion of internal and external audits.
- Maintain document control procedures, ensuring company policies, procedures, and forms are reviewed, updated, and controlled.
- Monitor actions arising from audits, inspections, and management reviews, ensuring timely completion.
- Assist in maintaining company accreditations, certifications, and compliance records.
- Compile compliance reports, KPI data, and management information for management review.
- Support continuous improvement initiatives by identifying opportunities to enhance compliance, efficiency, and business processes.
Operational Support
- Provide administrative and operational support across all areas of the business.
- Develop a broad understanding of company operations to assist departments as required.
- Provide holiday and absence cover for colleagues when necessary.
- Assist with process improvements and general business administration.
- Support management with ad-hoc projects and operational tasks.
- Act as a flexible team member willing to support business requirements as they arise.
Skills & Experience
- Strong organisational and administrative skills.
- Excellent attention to detail and ability to manage multiple tasks simultaneously.
- Confident communicator with the ability to liaise professionally with customers, suppliers, and external consultants.
- Good IT skills, including Microsoft Office applications.
- Ability to work independently and take ownership of responsibilities.
- A proactive, flexible approach with a willingness to support all areas of the business.
Personal Attributes
- Reliable and dependable.
- Highly organised and methodical.
- Positive, team-oriented attitude.
- Strong problem-solving skills.
- Ability to prioritise workload and meet deadlines in a fast-paced environment.
- Self-motivated with a willingness to learn and develop.
- Committed to maintaining high standards of compliance and operational excellence.
Pay: £32,000.00-£35,000.00 per year
Work Location: In person
