Operations Co-ordinator
Main Objectives:
* Provide effective and professional communication with customers incoming and outgoing in all aspects both written and oral ensuring customer satisfaction and retainment.
* Manage the day to day tasks of the Removals Administration Team, by leading and providing support where necessary.
* Ensure timely completion of job packs ready for site for all asbestos removal projects.
* Support the company as a whole in all areas of the business and in all elements of administration quickly and effectively as required and as requested.
* Personal growth where required in all areas for full competency within the department and to be able to perform all tasks within the administrations team.
* To always act and perform every duty in keeping with the company's core values:
Do the right thing.
Above & beyond (The WOW factor)
Consistently reliable
Helpful, can-do attitude.
Role & Responsibilities (Accountabilities):
General Remediation Administration:
* Monday Boards: For any task where a Monday board is used for administration purposes all boards must be kept up to date and filled out correctly leaving no blank fields.
* Waste Notes: As requested complete waste notes for projects using the appropriate process and ensuring accuracy. On return of waste notes from site ensure waste station information and details are completed accurately.
* Air Monitoring: As requested book and coordinate with other team members air monitoring and testing to verify the effectiveness of asbestos removal activities.
* Skips / Waste Containers: As requested book and coordinate with other team members skip and waste container requirements to ensure projects needs are met. Inclusive of off hiring and ensuring clear from site at end of project. Chase waste notes and details on completion for Oracles records.
* Equipment Hire: As requested book and coordinate with other team members equipment hire requirements to ensure projects needs are met. Inclusive of off hiring and ensuring clear from site at end of project.
* Subcontract Labour: As requested book and coordinate with other team members subcontract labour requirements to ensure projects needs are met.
* Training Requirements: As requested or alerted book and coordinate with other team members training requirements to ensure all team members training requirements are always in date. Includes medical surveillance and face fit testing.
* Contracting Up: Prepare and review contracts, purchase orders against quotations, and other project-related documentation prior to work proceeding. As needed sending and managing of customer account forms and credit checking. Ensuring if required PO is received before site attendance.
* Follow Ups: Conduct quote and client follow ups, upselling where possible.
* Appointment Booking: Arrange site visits and inspections for Contracts Managers and commercial team to assess the scope of work and evaluate potential risks and hazards.
* KPI Data: Complete as required information for dashboards, KPI boards, including ding ding emails and remedial data.
* Collaboration: Collaborate with other administrative staff and departments to support the overall efficiency and effectiveness of asbestos remediation operations.
* Confidentiality: Maintain confidentiality of sensitive client information and adhere to data protection policies and procedures.
* Project Coordination: Assist in the coordination of project logistics, including scheduling, resource allocation, material procurement and booking site accommodation.
* Plans of Works: Assist in the preparation and submission of regulatory and compliance documentation including the creation of plans of works.
* Remediation Docs & Checking: Check all project documentation and other items are in place prior to producing customer remediation document which is to be sent to the customer as soon as possible after project completion.
* Meetings: Attend all company meetings as required and provide administrative support where requested.
* Customer & Team Liaison: Answer and manage incoming telephone calls. Liaise with customers and liaise with other team members at all points of the customers journey from initial enquiry via telephone or email through to quotation, order, and contract stage. Deal with information enquiries ensuring customers are dealt with in an expedient and professional manner. Collaborate with internal and external stakeholders for general enquiries and to address any issues or concerns related to asbestos remediation projects.
* Records Generally: Maintain accurate records, reports, and documentation related to asbestos remediation projects including exposure data and plans of works.
* Receipting: Carry out all receipting requirements needed by the department and liaise with the finance department where required.
* Scheduling & Completion: Carry out all scheduling of labour and project completion activity on every project in a detailed and timely fashion.
* Quotes: Support the commercial team in delivering all aspects of quotation service to customers in a timely and professional manner
Remediation:
* Complete the day to day management of the administration team, ensuring all tasks are completed. Undertake review meetings with all direct reports. Set relevant KPIs. Monitor KPIs and police all staff to ensure they are performing appropriately.
* Prepare and complete licensed & Non- licensed Plans of Works and ASB5 & NNLW notifications as required.
* Undertake POW amendments as required for live projects.
* Carry out a paperwork quality checks when compiling job packs, ensuring all elements of the administration for each removal jobs is completed within a timely manner.
* Book & Co-ordinate with Operations Manager training requirements for the team, ensuring all training is booked in a timely manner.
* Take the lead with Framework clients, e.g. United Living
* Co-ordinate and manage training of removal administration team
Standards:
* Always behave in keeping with the company core values.
* Always put health and safety first. Follow the company H&S policy and procedure document including accident, incident and near miss reporting procedures.
* Highest quality and professional delivery of every service and advice in full accordance with HSE legislation, accreditations, and company procedural documentation.
* Full adherence to all company procedures including but not limited to, sickness & absence, vehicles, timekeeping, overtime & expenses.
Company Benefits:
* Business phone
* Company events & fun days
* Company pension scheme
* Referral programme
* Sick pay
* 25 days annual leave plus bank holidays
* 24/7 Employee Assistance Programme
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