Operations Administrator
Main Objectives:
- Provide effective and professional communication with customers incoming and outgoing in all aspects both written and oral ensuring customer satisfaction and retainment.
- Support the company as a whole in all areas of the business and in all elements of administration quickly and effectively as required and as requested.
- Personal growth where required in all areas for full competency within the department and to be able to perform all tasks within the administrations team.
- To always act and perform every duty in keeping with the company’s core values:
- Above & beyond (The WOW factor)
- Helpful, can-do attitude.
Role & Responsibilities (Accountabilities):
General Remediation Administration:
- Monday Boards: For any task where a Monday board is used for administration purposes all boards must be kept up to date and filled out correctly leaving no blank fields.
- Air Monitoring: As requested book and coordinate air monitoring and testing to verify the effectiveness of asbestos activities.
- Equipment Hire: As requested book and coordinate with other team members equipment hire requirements to ensure projects needs are met. Inclusive of off hiring and ensuring clear from site at end of project.
- Training Requirements: As requested or alerted book and coordinate with other team members training requirements to ensure all team members training requirements are always in date. Includes medical surveillance and face fit testing.
- Contracting Up: Prepare and review contracts, purchase orders against quotations, and other project-related documentation prior to work proceeding. As needed sending and managing of customer account forms and credit checking. Ensuring if required PO is received before site attendance.
- Follow Ups: Conduct quote and client follow ups, upselling where possible.
- Appointment Booking: Undertake required booking in of all surveys as required – including managing housing contracts and re-inspection programmes.
- KPI Data: Complete as required information for dashboards, KPI boards, including ding ding emails.
- Collaboration: Collaborate with other administrative staff and departments to support the overall efficiency and effectiveness of asbestos management operations.
- Confidentiality: Maintain confidentiality of sensitive client information and adhere to data protection policies and procedures.
- Project Coordination: Assist in the coordination of project logistics, including scheduling, resource allocation, material procurement and booking site accommodation.
- Plans of Works: Assist in the preparation and submission of regulatory and compliance documentation including the creation of plans of works.
- Meetings: Attend all company meetings as required and provide administrative support where requested.
- Customer & Team Liaison: Answer and manage incoming telephone calls. Liaise with customers and liaise with other team members at all points of the customers journey from initial enquiry via telephone or email through to quotation, order, and contract stage. Deal with information enquiries ensuring customers are dealt with in an expedient and professional manner. Collaborate with internal and external stakeholders for general enquiries and to address any issues or concerns related to asbestos remediation projects.
- Receipting: Carry out all receipting requirements needed by the department and liaise with the finance department where required.
- Scheduling & Completion: Carry out all scheduling of labour and project completion activity on every project in a detailed and timely fashion.
- TEAMS: Ensure all jobs are allocated to TEAMS in a timely manner will all correct information uploaded.
- Email Inboxes: Assist with managing the required inboxes, ensuring to tag and action emails as efficiently as possible.
- Quotations: Support the commercial team in delivering all aspects of quotation service to customers in a timely and professional manner. Setting up enquiries, typing and sending quotation and assisting where needed putting Q7 forms together.
- Surveying Accounts: Manage fixed term surveying accounts (e.g. MSL, Magnet, United Living etc) including inbound orders, pricing & quotation requirements, programming and delivery, client portal management and general client liaison.
- Training Accounts: Manage fixed term training accounts (e.g. HSS Training, KNW etc) including pricing & quotation requirements, programming & delivery, general administrative duties and general client liaison.
Additional Services:
- Promote the services of the business to generate new business leads and opportunities.
Standards:
- Always behave in keeping with the company core values.
- Always put health and safety first. Follow the company H&S policy and procedure document including accident, incident and near miss reporting procedures.
- Highest quality and professional delivery of every service and advice in full accordance with HSE legislation, accreditations, and company procedural documentation.
- Full adherence to all company procedures including but not limited to, sickness & absence, vehicles, timekeeping, overtime & expenses.
Flexibility and Company Support:
All employees are expected to demonstrate flexibility and a willingness to support the wider needs of the business. At the reasonable request of their line manager, employees are required to carry out duties outside of their standard role, provided they are competent to do so or have received appropriate training. This includes cross-training in other areas of the business, where it is considered necessary. Such tasks must be undertaken where they are deemed reasonable and in the best interests of the company.
Key Performance Indicators & Measuring:
The company runs the EOS operating system. This system has a scorecard process. The scorecard contains each employees’ numbers and metrics for which they are accountable for and are used as KPI’s. These numbers and metrics are changed regularly dependant upon the needs of the business. Your line manager will show you which numbers and metrics you are accountable for.
Benefits:
- Company Pension Scheme
- 25 Days Annual Leave + Bank Holidays
- Retail Discounts
- Charity Days
