Operations Coordinator / Assitant
Job Responsibilities:
- Documentation Management:
- Ensure the accurate receipt and verification of all necessary documentation related to job bookings.
- Job Sheet Preparation:
- Accurately prepare job sheets upon confirmation of bookings, attaching all required paperwork (including timesheets, maps, HIRAs, pictures, method statements, and risk assessments if applicable).
- Ensure that all team members sign the necessary documents before departing from the depot.
- Job Completion Updates:
- Record and complete job documentation daily.
- Update job details and costs in real-time if any changes occur during the day.
- Fuel Card Management:
- Issue fuel cards to drivers only when necessary, ensuring that each card is signed out and signed back in upon return.
- Vehicle and Trailer Licensing:
- Manage the licensing process for vehicles and trailers, ensuring compliance with all legal requirements.
- Vehicle Key Issuance:
- Oversee the issuance of vehicle keys, ensuring proper tracking and accountability.
- Daily Costing and Project Management:
- Complete daily costings for all jobs and ongoing projects.
- Job Planning Assistance:
- Assist in the daily planning and scheduling of jobs to ensure efficient operations.
- Purchasing and Subcontractor Coordination:
- Handle purchasing orders, generate order numbers, and coordinate the booking of subcontractors.
- Office Maintenance:
- Maintain a clean, organized, and efficient operations office.
- Customer Communication:
- Act as a liaison between customers and the operations team, ensuring clear and timely communication.
- Invoicing:
- Prepare and issue invoices within 48 hours of job completion, ensuring all invoices are sent no later than the 5th of each month.
- Tool List Preparation:
- Prepare and verify tool lists as per the paperwork received from the sales office.
- Confirm the tool list with the operations team before handing it over to the workshop.
- Meeting Participation:
- Assist with the preparation of orders, documentation, and future job planning during the 15:00 daily meeting.
- Induction and Access Management:
- Prepare and maintain induction and access records for all staff working on contract sites.
- Daily Planner Preparation:
- Prepare an accurate daily planner and distribute it to all management by 17:00 daily, including shutdown pickup planners.
- Email Management:
- Manage emails effectively, ensuring clear communication between sales and clients.
- Fines Management:
- Track fines for payment and issue them to the relevant staff members.
- PPE Management:
- Oversee the issuance and purchasing of Personal Protective Equipment (PPE) for all staff.
Transport and Logistics Experience:
- Leverage extensive experience in transport and logistics to optimize routing, scheduling, and resource allocation for efficient job execution.
- Ensure the timely and cost-effective movement of materials and personnel, coordinating with various teams to meet operational deadlines.
- All administrative tasks must be completed within these hours. If work remains incomplete, additional hours may be required over the weekend, provided a valid reason for the delay is given.
Please forward CV to : [email protected]
Job Types: Full-time, Part-time, Permanent, Temporary, Temp to perm
Experience:
- Operating systems / Transport: 3 years (Required)
Expected Start Date: 2024/09/06
