Personal Operations Assistant (Part-Time)
Overview
We are looking for a highly organised, proactive and reliable Personal Operations Assistant to help manage the day-to-day administration of my electrical contracting business and personal workload. This role is designed to help create structure, improve organisation, and free up my time to focus on delivering projects, growing the business, and maintaining personal performance goals. The successful candidate will become a trusted right-hand person who can take ownership of administrative, operational and coordination tasks while maintaining excellent communication with customers, suppliers and team members.
Hours (would consider remote working position) 10-15 hours per week initially.
Flexible working hours Opportunity to increase responsibilities and hours over time.
Key Responsibilities Administration & Organisation
Manage and organise email inboxes Draft and send professional correspondence. Maintain task lists and action trackers Create and maintain organised digital filing systems. Prepare weekly priority summaries Track important deadlines and reminders. Prepare meeting agendas and action lists. Produce meeting minutes and distribute follow-up actions. Calendar & Scheduling Manage business and personal calendars. Schedule customer appointments. Organise site visits, surveys and meetings. Coordinate meetings and calls. Ensure diary conflicts are identified and resolved Assist with travel arrangements where required
Customer Service & Communication.
Respond to customer enquiries. Follow up quotations and appointments. Maintain professional communication with clients Keep customers informed regarding scheduling and project updates. Build positive relationships with customers Assist with maintaining a high standard of customer experience. Quotations & Business Support Assist in preparing and formatting quotations. Produce professional proposal documents. Support tender submissions where required. Maintain quotation trackers and follow-up schedules. Prepare reports and business documentation. Produce professional PowerPoint presentations and business presentations as required. Invoicing & Financial Administration Prepare invoices for approval and issue to customers. Chase outstanding payments professionally. Upload receipts and expenses into accounting software. Maintain organised financial records. Assist with monthly bookkeeping preparation. Provide summaries of outstanding invoices and payments.
Purchasing & Supplier Coordination
Research and source products and materials. Place orders when authorised. Track deliveries and orders. Communicate with suppliers regarding availability and lead times. Compare prices and obtain quotations where required Team Support. Respond to routine employee questions. Coordinate schedules and availability. Communicate important updates Maintain records relating to training, certifications and documentation. Assist with onboarding and administration where required Marketing & Social Media Assist with social media planning and content scheduling Produce social media posts and promotional content Support business marketing initiatives Help maintain a consistent online presence Identify opportunities to improve brand awareness and customer engagement Assist with basic website and marketing administration where required Personal Operations Support Assist with personal appointments and scheduling Organise travel and accommodation bookings. Track important dates and commitments Help maintain accountability towards personal and business goals Support planning and organisation across both business and personal commitments Ideal Candidate The ideal person will be: Highly organised Trustworthy and discreet Proactive and resourceful Excellent communicator Comfortable working independently Strong attention to detail Confident using online systems and software Fluent in written and spoken English Professional in dealing with customers, suppliers and employees
Desirable Experience
The following would be advantageous: Experience as a Personal Assistant, Executive Assistant, Operations Assistant, Office Manager or Business Support Coordinator Experience preparing quotations, reports and professional business documents Strong PowerPoint and presentation preparation skills Experience producing meeting minutes and action trackers Social media marketing and content creation experience Experience using accounting and bookkeeping software Experience working within the construction, engineering, electrical, property maintenance or building services sectors Understanding of construction projects, scheduling, procurement and contractor administration Success Measures Success in this role will be measured by: Improved organisation and planning Prompt customer communication Accurate invoicing and record keeping Well-maintained calendars and schedules High-quality quotations, reports and presentations Consistent social media and marketing activity Reduction in administrative workload Increased efficiency across the business The objective is not simply to complete tasks, but to help create a smoother, more organised and effective business operation while supporting long-term business growth.
Pay: £15.00-£20.00 per hour
Benefits:
- Company pension
- Flexitime
- Gym membership
Work Location: Hybrid remote in Taunton (Somerset)
