Operations Admin Assistant

Great opportunity to join a fast growing business as an Operations Admin Assistant. Standard hours are 8am to 4pm, howver there is some flexibility for slightly reduced hours for the right person.

Job Purpose

The Operations Admin Assistant supports the Operations team, managing payroll information, timesheets, waste disposal records and equipment hire, and helping to prepare quotes and invoices.

Key Responsibilities

Payroll and Timesheets

• Collate and check weekly timesheets for accuracy and correct job allocation, chasing any missing information.
• Maintain wage summaries, including hours, overtime, allowances and absences.
• Pass approved wage information to Accounts in line with payroll deadlines.

Waste Disposal Control

• Book waste disposal with approved contractors and disposal sites.
• Raise purchase orders for all waste disposal bookings before work is carried out, and maintain a log of open and closed orders.
• Maintain waste records, including transfer notes, consignment notes and disposal tickets, to meet duty of care obligations.
• Check waste disposal invoices against bookings and purchase orders before passing them to Accounts.

Equipment Hire

• Arrange hire and off-hire of plant and equipment, obtaining quotes where required.
• Raise purchase orders for all equipment hire, keeping them up to date with any extensions or off-hires and closing them once the hire ends.
• Maintain a hire register of items, hire periods, locations and costs.
• Check hire invoices against purchase orders and resolve discrepancies with suppliers.

Quotes and Invoicing

• Help prepare customer quotes, gathering costs for labour, waste, equipment and materials.
• Maintain a log of quotes issued and follow up on their status.
• Prepare invoice information for completed works and raise customer invoices in line with agreed pricing.

General Administration

• Handle telephone and email enquiries and maintain organised filing systems.
• Provide general administrative support to the Operations team.

Skills and Experience

Essential

• Previous experience in an administrative, operations or office support role.
• Good working knowledge of Microsoft Office, particularly Excel and Outlook.
• Strong numerical skills and close attention to detail.
• Good communication skills and the ability to manage a varied workload to deadlines.

Desirable

• Experience of payroll or timesheet processing.
• Experience in the environmental, waste management, construction or industrial services sector.
• Understanding of waste documentation and duty of care requirements.
• Experience with accounts software (e.g. Sage, Xero or similar).

Personal Attributes

• Organised, methodical and proactive.
• Confident liaising with colleagues, customers and suppliers.
• Able to work independently and as part of a team.
• Discreet when handling confidential information such as wages.