Operations Administrator

Location: G33, Glasgow

Hours: Full Time, Monday to Friday, 09 00

Salary: £28,000 £35,000 per annum (depending on experience)

About RPJ Energy Solutions

RPJ Energy Solutions Ltd is a growing mechanical and electrical building services contractor delivering high-quality HVAC, electrical, renewable energy, and building services solutions across commercial, industrial, educational, healthcare, and public sector environments.

As our business continues to grow, we are seeking an organised, proactive and technology-minded Operations Administrator to support the day-to-day running of the company.

This role combines administration, project support, systems management and process improvement. The successful candidate will work closely with the Directors and Project Managers to support the efficient delivery of projects whilst helping the business improve systems, processes and automation.

The Role

Working closely with the Directors and Operations Team, you will support a variety of business functions including administration, document control, procurement support, recruitment administration, reporting and systems management.

You will also play an active role in helping RPJ improve the way we work through better utilisation of Microsoft 365, digital systems and business process automation.

Key Responsibilities

Administration & Office Support

• Provide administrative support to Directors and Project Managers.
• Manage incoming calls, emails and correspondence.
• Maintain accurate company records and filing systems.
• Prepare reports, spreadsheets, presentations and business documentation.
• Coordinate meetings, appointments and office activities.

Operations & Project Support

• Assist with project administration and document control.
• Support procurement activities, purchase orders and supplier records.
• Maintain project records and company databases.
• Assist with compliance documentation and renewals.
• Support recruitment and onboarding activities.

Project & Commercial Support

• Provide administrative support to Project Managers across multiple live projects.
• Raise and manage purchase orders in accordance with company procedures.
• Obtain and collate supplier quotations for review by Project Managers.
• Assist with the procurement of materials, plant and subcontract services.
• Assist with monitoring deliveries, supplier lead times and outstanding orders.
• Chase suppliers and subcontractors for quotations, documentation and delivery updates.
• Ensure project files are maintained accurately and in accordance with company procedures.
• Liaise with clients, suppliers and subcontractors to support the smooth delivery of projects.

Systems & Process Improvement

• Help manage and maintain Microsoft 365 systems including SharePoint, Teams and Planner.
• Identify opportunities to improve efficiency and reduce administrative workload.
• Assist with developing digital workflows and automated processes.
• Support data management, reporting and information control.
• Contribute ideas that improve how the business operates.

About You

We are looking for someone who is highly organised, self-motivated and confident using technology.

You will enjoy solving problems, improving processes and finding more effective ways of working.

Essential Skills

• Previous experience in an administrative, operations or office support role.
• Excellent organisational skills and attention to detail.
• Strong Microsoft Office skills, particularly Outlook, Excel and Word.
• Excellent communication and interpersonal skills.
• Ability to manage multiple tasks and priorities.
• Positive, proactive and professional attitude.

Desirable Skills

Experience using Microsoft 365, SharePoint, Teams and Planner.

Experience of Power Automate or workflow automation software.

Previous experience within construction, engineering or building services.

Understanding of document control and project administration processes.

Interest in continuous improvement and business systems development.

What We Offer

Competitive salary.

Company pension scheme.

Career development and progression opportunities.

Exposure to modern business systems and technology.

Opportunity to help shape and improve how a growing business operates.

Friendly and supportive team environment.

Why Join RPJ?

This is an excellent opportunity for someone who wants more than a traditional administration role.

We are looking for an individual who wants to make a real contribution to the business, improve systems, embrace technology and help drive operational efficiency.

The role offers genuine scope to grow into a senior operational, systems or office management position as the business continues to expand.