Summary:
We are seeking a driven and enthusiastic individual to efficiently support the company's project management and operational delivery. The Operations Support Assistant will be responsible for raising purchase orders and overseeing procurement of critical components whilst expediting to ensure on time deliveries. This role will be combined with personal development opportunities within the company’s document control processes playing a critical part in ensuring seamless project operations and accessibility across the organization.
Working Hours:
Full time – 37.5 Hours / Week
Responsibilities:
1. Procurement: Obtain supplier quotations and raise purchase orders for all project components and services in line with project schedules. Monitor and expedite orders to ensure on time deliveries.
2. Administration: Support with general project administration tasks helping to coordinate project deliverables. Develop and maintain project files and liaise with finance forwarding supplier invoices.
3. Project Tracking: Utilise company systems and processes to log and record project data including submitted purchase orders, highlighting any supplier issues, delivery dates and cost changes.
4. Support day-to-day Operations with Workshop delivery which may include transport organization, workforce training arrangements, assist with FM requirements and arranging travel / accommodation.
5. Secretarial Duties: Administer and when necessary attend project meetings producing a first draft of meeting minutes and action logs.
6. Continuous Improvement: Identify opportunities for process improvements within the procurement and documentation processes and propose relevant strategies to enhance efficiency and effectiveness.
Qualifications:
1. Education: High school SQA qualifications / HNC qualified in Administration or similar.
2. Experience: Previous project administrative experience is desired but not essential. Candidate must be willing to learn and develop with a drive for future progression.
3. Organisational Skills: Excellent organisational skills with the ability to manage and prioritise multiple tasks effectively.
4. Attention to Detail: Meticulous attention to detail to maintain accurate and up-to-date projects records.
5. Communication Skills: Strong written and verbal communication skills to interact with various team members, ensuring clarity and understanding.
6. Technology Proficiency: Proficiency in Microsoft Office Suite is essential.
7. Analytical Abilities: Analytical and problem-solving skills to identify general project issues and propose appropriate solutions.
8. Team Player: Collaborative mindset, willing to work with cross-functional teams to achieve project objectives.
9. Compliance Knowledge: Not essential, candidate shall in time develop their knowledge base becoming familiar with industry standards and guidelines.
10. Adaptability: Ability to adapt to changing requirements and handle project tasks with a proactive approach.
This job specification outlines the primary responsibilities and qualifications required for the role of Operations Support Assistant. The successful candidate will play a pivotal role in maintaining an efficient procurement and documentation management system, contributing to the organisation's overall effectiveness and compliance with established standards.
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