Operations Administrator & Documentation Control

Job title: Operations Administrator & Documentation Control
Department: Rental Division
Location: Brandesburton
Reports To: Head of Operations

The Role

Supporting the Operations Team by ensuring all purchase orders and payments are provided to suppliers and sub-contractors for all Hire Projects.  Assisting with general administration across departments within the Hire Division as required

Key Responsibilities

Operations Support:

  • To raise purchase orders for Hire Operations team once approved by project QS to create Small Works Orders / Variation Orders.
  • Manage Invoice on Holds for Hire Operations Admin team and Complete Invoice on Holds in a timely manner.
  • Query invoices with site managers and suppliers.
  • Review project CF08’s, assist with coding and allocating of cost to the correct cost code.
  • Attend factory project launches and record and log minutes.
  • Source labour and agency site management for site operations, whilst maintaining PDOC budgets.
  • Booking in of deliveries and labour in line with clients timescales using their online systems and databases.
  • Chasing and collecting all relevant site documentation to ensure compliance such as practical completion certificates, site ITPs etc.

Operations Manager Support:

  • Organising and collate site management costs on a weekly basis, sending to Head of Ops for approval, before raising POs in oracle.
  • Keep project trackers up to date and send weekly report to Operations Manager.
  • Ability to create documents and reports for Senior Management.

Other Duties:

  • Reception cover as when needed.
  • Provide holiday / sickness cover for the Documentation Controller.
  • Uploading project documents to client portals. i.e. Conject, acconex etc.
  • Uploading and creating NCR’s to SharePoint.
  • Tracking Hire Operations holiday whereabouts.
  • Attend weekly team meetings and contribute to progress reports with Operations Administration team.
  • Manage high volume of ingoing and outgoing mail.

Essential Skills

  • NVQ diploma in Administration (preferable not essential)
  • Previous experience of working in the Plant Hire or modular building industry (preferable but not essential)
  • PC Literate – including Microsoft Outlook, Word Excel and PowerPoint
  • Knowledge of systems used (not essential) – Oracle, Intelliview, SharePoint
  • Good interpersonal and telephone skills
  • Customer service orientated
  • Good organisational skills and the ability to work under pressure to deadlines with minimum supervision, individually and as part of a team.
  • Strong work ethic and keen eye for detail.
  • GCSE Maths and English