Operations Administrator

Job Purpose

To support operational delivery within the Division, the scheduled work for engineers is arranged and organised to achieve the highest levels of customer service and engineer productivity. Involves both forward planning and reactive problem resolution on an ongoing basis, working closely with other departments to ensure the full business cycle from order to cash collection can be completed.

Key Accountabilities

• Planning regular works nationally for the engineers on a rolling basis.
• Providing exceptional customer service and building strong relationships with key contacts to retain existing and new business. Includes paying particular attention to key accounts ensuring exemplary service and reporting in line with their specific Service Level Agreements.
• Supporting the engineers in the field ensuring they have the correct H&S training, job information, equipment, stationary etc. acting as a point of liaison for them with the customer and relevant internal departments.
• Arranging travel, parking and hotel accommodation for engineers working away from home.
• Tracking work completion and the return of worksheets (mainly done via internal operating system – Clarity) from engineers
• Using web portal systems to arrange jobs, provide reports to customers, arrange access and permits etc.
• Planning and arranging sub-contracted works between suppliers and customers.
• Raising Purchase Orders for both works and sundry items.
• Generating or providing various management reports (KPIs, invoicing, weekly and monthly business updates etc).
• Logging and processing engineer timesheets for normal working and overtime working.
• Any other ad hoc tasks for the management team that help to maintain service and the division’s commercial/financial commitments.

Person Profile (Qualifications, Knowledge, Skill and Experience):

• Relevant and broad experience as an administrator, relevant industry experience would be an advantage but not essential
• Exceptional people skills (strong communicator, service orientated, supportive and helpful to colleagues)
• Calm, resilient and flexible with experience in a fast paced service engineering environment
• Experienced user of Office, Teams and general web applications and the ability adapt between different systems
• Experience of operating at a hands on level, but simultaneously being able to bring about improvement in the role