Operations Administrator

Description

Job Overview

As Operations Administrator you are responsible for supporting the smooth functioning of the organisation’s day to day operations. Primary responsibilities include overseeing administrative tasks, coordinating logistics and providing general support as required to the various stakeholders at the factory.

Main Purpose of the Role:

  • Responsible for all logistics activities; Liaise with shop floor staff to arrange the packing of orders for shipment, to produce packing instruction document to obtain weights and dimensions, to obtain quotes for delivery of goods, to arrange collection and delivery of goods and to prepare all paperwork for delivery including packing list and commercial invoice, as well as Certificate of Origin from Chamber of Commerce when required. To keep up to date records of export documentation where required, to liaise with transport companies to arrange collection and ensure delivery is completed on time. To forward all documentation to customer for approval.
  • Support with Sales activity; liaise with the sales team and customers. Use CRM and D365 to upload quotations etc.
  • Focal point for all facility management issues (e.g. ordering stationary, office supplies, liaising with local providers regarding any office maintenance and repair issues etc).
  • Keep maintenance records of equipment up to date, contact suppliers to ensure maintenance checks and inspection are carried out on time and that reports are submitted, maintain links on maintenance records sheet to latest reports submitted by supplier. Create and maintain summery of reports and set up meetings with relevant personnel to ensure recommendations are met.
  • Responsible for supporting local QHSE activities e.g. collect the Health and Safety audits conducted monthly in Service Department and in Production. Upload the information from those audits into a spreadsheet and have regular meetings with production Manager and Service Manager to ensure any actions required are carried out and signed off.
  • Support the workshop and office team with general administration duties. Prepare any signage required by shop floor staff, prepare and print any reprints of documents for general use throughout the site. Organise workwear as and when required.
  • Be the first point of contact within the Seaflex building for any phone calls, deal with telephone sales and rental enquiries directly, responding to enquiries with any information required and collecting information where required. Forward any other telephone enquiries to relevant personnel within the building, take messages where necessary.
  • Support with rental orders; liaise with sales team and customers. Use CRM and D365 to upload quotation and send to customers. Request signed rental agreement and Po from customers and prepare Job Tracking sheet with information re contacts and delivery addresses, when converted to rental orders liaise with service to ensure timescales for delivery can be met which are often urgent requirements. Liaise with customer re delivery timescales. Update whiteboard in office with all rental orders that have been shipped and arrange collection of kit if required when the rental period is over. Liaise with haulage companies and update customers on collection timescale.
  • Liaise with other B&WW facilities across UK and EU to ensure common processes and procedures are in place and complied with.
  • Active commitment to QHSSE, including compliance with QHSSE Policies, and supporting documentation contained within the IMS.
  • STOP an activity, at any time, if believed to be unsafe or failing to meet the relevant QHSSE requirements.

 

PERSON SPECIFICATION

Education/Qualifications

  • Higher level education (or relevant experience)

Knowledge, Skills and Experience:

  • Confident working with computers and systems
  • Previous experience in a logistics role
  • Experience in the use of ERP systems
  • Confident dealing with Data Entry
  • Exposure to D365
  • Working in a structured digital stores environment
  • Good knowledge of manufacturing related activities, specifically scheduling and planning
  • Experience with 5S and/or lean manufacturing, process flow and continuous improvement tools and methodologies

Competencies/Behaviours

  • Good numerical skills
  • Excellent IT skills
  • Attention to detail
  • Ability to analyse and interrogate data
  • Interest in planning and problem solving
  • Self-motivated individual
  • Ability to manage multiple tasks and priorities simultaneously.
  • Good communication skills
  • Team player
  • Strong QHSE skills