Business Administration Apprenticeship

About the role

Job Title: Operations Administrator 🚀

About the Role:

Ready to dive into the fast-paced world of operations? We're on the hunt for a motivated and organized individual to join our team as an Operations Administrator. This role is all about keeping things running smoothly behind the scenes, making sure our busy office environment stays on track. Think of yourself as the ultimate problem-solver and master of organization! 🧠

What You'll Be Doing:

• Be the first point of contact for incoming mail, sorting and distributing it to the right people. 📮
• Juggle and manage the Manager's calendar, making sure they never miss an important appointment. 🗓️
• Process and track haulage tickets for key clients like Tarmac, Heidelberg, and Travis Perkins, keeping our spreadsheets looking sharp. 📊
• Keep our filing systems top-notch and organized. 📂
• Answer the phone with a smile and handle all inquiries professionally and politely. 📞
• Manage blockages and CCTV requests, creating the necessary paperwork for our drainage team. 👷
• Keep our drainage personnel planner updated with all the week's planned works. 📅
• Coordinate with the transport office to book vehicle PMIs and inform drivers of upcoming services. 🔧
• Process and manage all incoming and outgoing PMI paperwork. ✅
• Book and track MOTs, ensuring our maintenance planner is always current. 🚗
• Handle vehicle tax renewals online before they're due. 🧾
• Regularly check driving licenses online as needed. 🆔
• Book all loads onto our director's load board. 💻
• Maintain and update our R2C software system with defect reports from drivers' mobiles. 📱
• Keep our stationery stock levels healthy and order supplies as needed. ✏️
• Order essential Personal Protective Equipment (PPE) for the team. ⛑️
• Arrange additional training for our drivers, sharing all the vital details. 🎓
• Prepare starter packs for new team members. 👋
• Assist with remittance advices and statements for the accounts department. ✉️
• Follow up on outstanding invoice payments. 💰
• Support the Health & Safety Officer with risk assessments, method statements, and other H&S tasks. 🛡️
• Help schedule all our vehicles and collaborate with our partners. 🚚
• Take on any other ad hoc duties that come your way! ✨

What We're Looking For:

• A keen eye for detail and strong organizational skills. 👀
• Excellent communication and interpersonal abilities. 🗣️
• The ability to multitask and prioritize effectively. ⏱️
• A proactive attitude and a willingness to learn. 🌱
• Comfortable using computer systems and software. 💻
• Reliability and a professional approach to work. 👍

Key responsibilities

• Provide general administrative and office support.
• Process and maintain various operational records and data.
• Assist with scheduling and coordination of personnel, vehicles, and appointments.
• Support financial administration, including preparing statements and chasing payments.
• Contribute to compliance and health and safety procedures.