Operations Support Coordinator – Utilities / Construction
We are seeking a highly organised, proactive and detail-oriented Operations Support Coordinator to join our growing utilities business. This is a varied office-based role supporting the smooth day-to-day running of our operations, engineers, yard, vehicles, plant, stock, customer enquiries and job management systems.
The successful candidate will work closely with the Directors and the Office Manager to ensure engineers are properly supported, job information is accurate and available, vehicle and plant records are maintained, hire equipment and repairs are managed efficiently, and the yard and stock areas remain organised and operational.
The role will also include general ad hoc office duties and assisting with customer enquiries as part of the wider day-to-day running of the business. This may include answering calls, responding to emails, taking messages, updating customers where appropriate, passing information to the relevant team member and supporting the office with general administrative tasks.
This role would suit someone with strong administrative skills, good attention to detail and the ability to manage multiple tasks in a busy construction or utilities environment. Previous experience within the utility sector would be advantageous, although experience within construction, plant hire, logistics, facilities, trades, drainage, groundworks, building services or a similar operational environment would also be suitable.
The position is primarily office based, with one day working from home once settled into the role.
Duties and ResponsibilitiesJob Management and Engineer Support
- Create, update and manage job tasks, forms and records on the company’s management software.
- Ensure engineers have the correct job information before attending site, including notes, attachments, photos, reports, drawings, permits, contact details and relevant documentation.
- Check that all required information is available and accurate before jobs are issued to engineers.
- Assist engineers in a non-technical capacity with information requests, job updates, paperwork, forms and general operational support.
- Monitor job-related administration to ensure tasks are completed, information is recorded correctly and outstanding items are followed up.
- Upload, organise and maintain job attachments, photos, forms, check sheets and other records.
- Liaise with the office team and engineers to ensure job information is clear, complete and up to date.
- Support the Directors and Office Manager with general operational coordination and day-to-day business requirements.
Report Auditing and Data Recording
- Review and audit engineer reports for completeness, accuracy and missing information.
- Check that site photos, forms, attachments and supporting information have been added to jobs where required.
- Record data from vehicle check sheets, plant check sheets, equipment records and other operational documents.
- Identify missing or incomplete paperwork and follow up with the relevant engineer or manager.
- Maintain accurate records and ensure information is stored correctly within company systems.
- Assist with producing summaries, trackers or reports where required by management.
- Support compliance by ensuring operational records are complete, traceable and up to date.
Vehicles, Plant, Hire and Repairs
- Manage records relating to company vehicles, plant, tools and equipment.
- Monitor vehicle and plant check sheets and ensure any reported defects or issues are recorded and escalated.
- Coordinate repairs, servicing, maintenance bookings and follow-up actions for vehicles, plant and equipment.
- Arrange hire equipment where required and monitor hire periods, returns, off-hires and related documentation.
- Assist with organising replacement vehicles when company vehicles are unavailable due to repair, service, breakdown or accident.
- Liaise with suppliers, hire companies, garages, repairers and internal staff to keep operations moving efficiently.
- Track vehicle, plant and hire-related information to help avoid unnecessary costs, delays or missed returns.
- Ensure relevant documents, invoices, check sheets and repair records are saved correctly.
Yard, Stock, Orders and Deliveries
- Assist with the management and organisation of the company yard.
- Monitor stock levels and help ensure commonly used materials, fittings, consumables and equipment are available when required.
- Place orders for stock, materials, tools, equipment and other operational items as instructed.
- Arrange and monitor deliveries, collections and supplier orders.
- Check deliveries against orders and report any shortages, errors or damaged items.
- Help maintain an organised stock area so materials and equipment can be located easily.
- Liaise with engineers regarding stock requirements, missing materials or upcoming job needs.
- Support the business in reducing unnecessary stock shortages, duplicate ordering and delays caused by missing equipment or materials.
General Operational Administration and Customer Enquiries
- Provide administrative support across the wider business as required.
- Assist with general ad hoc office duties to support the smooth running of the business.
- Help answer and manage customer enquiries by phone and email where required.
- Take clear messages, record customer information accurately and pass enquiries to the appropriate person or department.
- Provide basic customer updates where appropriate and ensure customer information is recorded correctly.
- Assist with maintaining operational trackers, spreadsheets, job records and supplier information.
- Communicate professionally with customers, engineers, suppliers, subcontractors, hire companies, garages and internal staff.
- Help ensure business systems are kept organised, accurate and up to date.
- Support the Office Manager and Directors with ad hoc duties required for the effective running of the company.
- Assist with improving internal processes, filing systems and operational procedures where appropriate.
- Help identify recurring issues with paperwork, stock, plant, vehicles, customer information or job details and report these to management.
- Work flexibly across different tasks depending on business needs.
Requirements
- Previous experience in an administrative, operational support, coordination, construction, utilities, logistics, fleet, plant, yard, facilities or similar role.
- Strong organisational skills with the ability to manage multiple tasks at the same time.
- Excellent attention to detail, particularly when checking reports, forms, attachments and job information.
- Good computer skills and confidence using management software, spreadsheets, email and digital filing systems.
- Ability to accurately input and maintain data.
- Strong written and verbal communication skills.
- Confident speaking with customers, engineers, suppliers, hire companies, garages and internal team members.
- Ability to work under the direction of Directors and an Office Manager.
- Practical mindset and willingness to get involved in a wide range of operational duties.
- Good problem-solving skills and the ability to follow tasks through to completion.
- Reliable, professional and able to work in a busy environment.
- Comfortable working in both an office and yard-based operational setting when required.
Desirable Experience
- Experience within the utilities industry.
- Experience within construction, groundworks, civil engineering, drainage, plumbing, water, plant hire or a trade-based business.
- Experience managing or coordinating vehicle, plant or equipment records.
- Experience dealing with hire companies, garages, suppliers or repair bookings.
- Experience with stock control, ordering, deliveries or yard organisation.
- Experience reviewing engineer paperwork, job sheets, site photos, reports or compliance documentation.
- Previous use of job management software, CRM systems or workforce management platforms.
- Previous experience dealing with customer enquiries in a professional office environment.
Personal Attributes
- Highly organised and methodical.
- Proactive and willing to take ownership of tasks.
- Good attention to detail.
- Practical and commercially aware.
- Able to communicate clearly with customers, office staff and field engineers.
- Calm under pressure and able to prioritise workload.
- Trustworthy, reliable and professional.
- Willing to learn and develop within the business.
- Comfortable working in a varied role where no two days are exactly the same.
Working Arrangements
- Full-time, permanent position.
- Primarily office based.
- One day working from home, subject to business needs and once established in the role.
- Reporting to the Directors and designated Office Manager.
- Occasional yard-based duties may be required as part of the role.
Salary
Salary dependent on experience.
Suggested range: £28,000–£32,000 per annum, depending on experience and suitability.
A higher salary may be considered for candidates with strong utilities, construction, fleet, plant, yard or operational coordination experience.
Summary
This is a varied and important support role within the business, ideal for someone who enjoys organisation, coordination, customer communication and helping operational teams work efficiently. The successful candidate will play a key part in ensuring engineers have the right information, vehicles and plant are properly managed, stock and deliveries are controlled, customer enquiries are handled professionally, and the day-to-day running of the business is well supported.
Pay: £25,000.00-£32,500.00 per year
Work Location: In person
