Operations Assistant
Role Overview The Operations Assistant plays a vital role in supporting the operational activities of the Specialist Cleaning division. This position involves managing fleet operations, liaising with suppliers, assisting with payroll and compliance, and ensuring operational efficiency. The ideal candidate will bring strong organizational skills and a proactive approach to maintaining high standards across all responsibilities.
Key ResponsibilitiesFleet Management *Manage and monitor fuel cards, ensuring accurate usage and record-keeping.
*Coordinate vehicle maintenance schedules and facilitate timely servicing.
*Report and document vehicle damages, ensuring prompt repairs.
Supplier & Inventory Management *Oversee stock and supply orders, maintaining strong vendor relationships for quality and timely deliveries.
*Track and organize inventory to meet operational demands efficiently.
Plant & Equipment Coordination *Handle the hire and off-hire processes for plant equipment, ensuring compliance with safety standards.
*Maintain accurate records of equipment usage, location, and status.
Financial Administration *Prepare and process purchase orders to support operational activities.
*Assist with job costing and margin analysis to support financial decision-making.
Payroll & Staff Support *Compile and process monthly timesheet reports for payroll submission.
*Address payroll queries from employees, ensuring prompt resolution.
Compliance & Safety *Develop and maintain Risk Assessments and Method Statements (RAMS) for operational projects.
*Track and manage the expiration of CSCS cards and certifications, coordinating renewals and training as required.
*Conduct DBS checks for staff and contractors as necessary.
General Administration *Assist in the creation and refinement of operational policies and procedures.
*Provide administrative support to the Head of Operations and participate in team meetings.
*Contribute to continuous improvement initiatives to enhance efficiency.
Essential Skills and Qualifications *Minimum of 2 years’ experience in operations or administrative roles (preferred).
*Familiarity with fleet and plant equipment management is advantageous.
*Strong organizational skills and keen attention to detail.
*Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).
*Analytical abilities for job costing and margin control.
*Excellent communication and interpersonal skills, with the ability to collaborate effectively in a team or work independently.
*Knowledge of health and safety regulations and compliance standards.
*A valid CSCS card and experience with RAMS development are a plus.