We are seeking a dedicated Office, Operations & Accounts Coordinator to join our team at Nexus Adapt.
This role offers an exciting opportunity to contribute to a leading provider of innovative and customised ramp, access, and adaptation solutions. Nexus Adapt carries out important works that help improve accessibility, independence, and safety for people in their homes, workplaces, and public buildings.
The ideal candidate will be highly organised, detail-oriented, practical, and confident communicating with staff, subcontractors, suppliers, customers, and management.
This is a varied role combining office administration, accounts support, job management, supplier coordination, staff communication, vehicle management, materials coordination, company van driving, and some site-based pre-start visits. Training will be provided where required.
As part of the role, you will be required to complete and pass a DBS check. You will also be expected to work towards obtaining a CSCS card, which may be required to help gain access to Sizewell C and other construction sites where necessary.
Key ResponsibilitiesOffice Administration
- Provide comprehensive administrative and clerical support to ensure efficient office and site operations.
- Manage incoming and outgoing calls professionally, directing them to the appropriate parties where needed.
- Deal with office emails and respond or forward as appropriate.
- Accurately and promptly input data into company systems, ensuring information is kept up to date.
- Assist with general office tasks, including filing, organising documents, and maintaining a clean and organised workspace.
- Use computer systems to schedule appointments, track records, and manage administrative functions.
- Provide general support to the team with day-to-day office duties as required.
- Provide office coverage when necessary.
Accounts and Invoicing
- Carry out data entry into the accounts system.
- Raise customer invoices.
- Chase outstanding invoices and payments.
- Contact suppliers regarding invoices, statements, orders, and queries.
- Process and check supplier information.
- Keep accurate records of invoices, receipts, orders, and related paperwork.
Job Management and Works Coordination
- Log new works onto the company job management system.
- Update job records as works progress.
- Upload notes, photographs, documents, and job information where required.
- Help ensure the correct information is available before works start.
- Liaise with office staff, installers, subcontractors, suppliers, and customers where required.
- Assist with the planning and coordination of upcoming works.
- Use job management and engineer/site software to help schedule, track, and manage works.
Supplier, Materials and Delivery Duties
- Contact suppliers to order materials.
- Check stock availability, delivery dates, and supplier information.
- Drive a company van to collect materials from suppliers where needed.
- Deliver materials, tools, and equipment to operatives and subcontractors working on site.
- Return materials to suppliers where required.
- Keep clear records of collections, deliveries, returns, and receipts.
- Work with staff to ensure they have the correct tools, materials, and information for each job.
Pre-Start Visits and Site Liaison
- Attend pre-start visits before works begin.
- Meet subcontractors or contractors on site to discuss planned works.
- Review the specification with contractors to make sure they understand what is required.
- Raise any questions, concerns, or issues before the job starts.
- Feed information back to the office and management team.
- Help ensure jobs are properly prepared before operatives arrive on site.
Training will be provided for this part of the role, including how to read basic specifications, what to check on site, and how to report back clearly.
Staff Coordination and Support
- Maintain daily communication with staff regarding ongoing projects, issues, and requirements.
- Assist with staff planning, coordination, and general day-to-day communication.
- Help ensure staff have the information, tools, and materials they need to carry out their work.
- Assist with the hiring process for new staff members where required.
Vehicle Management
- Monitor the general condition of company vans.
- Report and record vehicle damage, servicing needs, maintenance issues, and general concerns.
- Assist with organising van servicing, repairs, MOTs, and maintenance where required.
- Work with staff to ensure vans are kept suitable for work use.
- Help ensure company vehicles have the appropriate tools, equipment, and materials for scheduled jobs.
Skills and Experience
The ideal candidate will be:
- Highly organised and able to manage several tasks at once.
- Detail-oriented, accurate, and reliable.
- Confident using email, spreadsheets, and office systems.
- Comfortable speaking with suppliers, subcontractors, customers, and staff.
- Able to work independently and use common sense.
- Professional, punctual, and trustworthy.
- Willing to learn about construction, adaptations, access works, and job specifications.
- Happy to carry out a mix of office work, local site visits, supplier collections, and deliveries.
- Confident and willing to drive a company van for work-related journeys.
Previous experience in administration, accounts support, office coordination, construction administration, supplier ordering, vehicle coordination, or job coordination would be preferred, but training will be given for the right person.
Requirements
- Proficiency using Microsoft Office, including Teams, Word, Excel, and Outlook.
- Strong organisational skills.
- Ability to manage multiple tasks at the same time.
- Excellent communication skills.
- Good typing skills for accurate data entry.
- Previous experience in an administrative or office-based role is preferred.
- Familiarity with QuickBooks would be an advantage.
- Familiarity with engineer/site software would be an advantage.
- Full UK driving licence preferred due to supplier collections, material deliveries, and site visits.
- Happy to drive a company van for supplier collections, material deliveries, site visits, and other work-related journeys as required.
- Willingness to complete and pass a DBS check.
- Willingness to work towards obtaining a CSCS card.
- Willingness to complete any required induction or access requirements for Sizewell C or other construction sites, where applicable.
What We Offer
- A varied role within a growing local business.
- Monday to Friday school-hours working pattern.
- Training and support.
- A mix of office-based, operational, driving, and occasional site-based duties.
- The opportunity to learn about construction, adaptations, supplier coordination, vehicle management, and job management.
- Support in working towards site access requirements, including CSCS where needed.
- A role where no two days are exactly the same.
Summary
By joining our team, you will have the opportunity to contribute to a dynamic and growing business that makes a positive impact on people’s lives.
This is an important support role within Nexus Adapt, helping keep the office, accounts, suppliers, staff, vehicles, materials, and site works organised. The right person will be practical, reliable, organised, and willing to get involved wherever needed to help keep jobs moving smoothly.
If you are a highly motivated and organised individual with a passion for administration, coordination, and supporting a busy team, we would encourage you to apply.
Job Types: Part-time, Fixed term contract
Contract length: 12 months
Pay: From £14.00 per hour
Benefits:
- Additional leave
- Company pension
- Free parking
- On-site parking
Education:
- GCSE or equivalent (required)
Experience:
- Customer service: 1 year (preferred)
- Administrative experience: 1 year (required)
Language:
Licence/Certification:
- Driving Licence (preferred)
Work Location: In person
