Job Title: Operations Assistant
Position Type: Full-Time (Office hours)
Position Overview:
We are hiring for one of our leading clients within the Engineering sector. We are seeking a highly organised and motivated Operations Assistant to join the team.
As an Operations Assistant, you will play a vital role in assisting our operations team in various administrative and operational tasks. Your responsibilities will encompass raising purchase orders, handling invoices, answering telephone calls, managing general administrative tasks, and supporting our fleet maintenance efforts. This multifaceted role is an excellent opportunity for someone with strong organizational skills and a keen eye for detail.
It is preferred to have past admin/personal assistant/scheduling/procurement experience.
Key Responsibilities:
- Purchase Order Management:
- Generate and manage purchase orders accurately and efficiently.
- Maintain records of all purchase orders, ensuring they align with company policies.
Invoicing:
- Process and manage invoices, verifying their accuracy and resolving discrepancies as needed.
- Collaborate with the finance department to ensure timely payments to suppliers.
- Telephone and Communication:
- Handle incoming telephone calls, directing them to the appropriate departments or individuals.
- Assist with customer inquiries and provide exceptional customer service.
General Administration:
- Perform various administrative tasks, such as booking hotels, ordering welfare consumables and managing office supplies.
- Maintain organized filing systems and document management.
- Fleet Maintenance:
- Assist in coordinating and scheduling fleet maintenance activities.
- Monitor and update maintenance records, ensuring compliance with safety regulations.
- System Operations:
- Perform tasks related to closing down jobs and updating the internal systems.
- Manage goods in and goods out processes efficiently.
Time Sheet Management:
- Maintain and update employee time sheets.
- Assist in tracking employee hours and project-related information.
- Sourcing and Procurement:
- Assist in sourcing materials and services, ensuring cost-effectiveness and quality.
- Negotiate pricing and procure necessary items.
Qualifications:
- Previous experience in a similar operations assistant role, preferably in the engineering industry.
- Strong proficiency in using office software, including Microsoft Office Suite.
- Exceptional organizational skills with a keen attention to detail.
- Excellent communication and interpersonal skills.
- Ability to work independently and as part of a team.
- Basic understanding of procurement and inventory management.
- Knowledge of fleet maintenance procedures is a plus.