Operations Support Co-Ordinator

Job Description

Operations Support Co-Ordinator - Based in Diss, Norfolk - £18,525-£20,000 - Monday to Friday - 8.30am-5.00pm - PermanentHales Group are happy to be working with our client to find the right candidate who can come and support the Operations and Sales Team with their daily functions. For this role our client is happy to consider entry level applicants who are willing to learnand be proactive.Duties to include, but not limited to:Operations Support

• Raise enquiries on respective database(s) along with necessary files
• Prepare formal quotations, in line with client specific contracts where appropriate, in a timely and efficient manner
• Process operational timesheets and documentation and highlight any issues reported to the appropriate Team(s) for action
• Raise required purchase orders and goods receipt on respective database(s) as necessary
• Process travel and personnel invoices and expenses

Assurance Support

• Complete monthly close out procedures for all operational job files
• Record cargo throughput for all Company owned hoses
• Record usage for all Company equipment
• Liaise with Operations and Marine Teams regarding maintenance of the STS Superintendent matrix, documentation and certification records
• Liaise with Operations and Marine Teams to arrange STS Superintendent training course attendance
• Work closely with the QHSE and Operations Team to ensure full recording of QHSE data and readiness for presentation to Management, Clients and audit.

Equipment & Stock

• Collaborate on the development of a global maintenance plan alongside the Technical Purchasing
• Consultant to facilitate testing of fenders and hoses in accordance with Company requirements to maintain operational readiness
• Manage the equipment certification through Safe Ops to ensure visibility of up to date documentation
• Record and process any reported equipment maintenance issues and co-ordinate repairs or replacement as necessary in consultation with the Marine Manager until close out using the SafeOps defect register
• Maintain UK head office stock levels
• Assist Operations Director to compile budget for equipment and maintenance expenditure and monitor spend monthly
• Raise maintenance purchase orders and goods receipts for equipment testing onto the SAP system

General

• General administrative duties i.e. typing, filing, arranging couriers, maintenance of Company systems and databases
• Management of owned and delegated company procedures through SafeOps in compliance with change control processes giving due consideration to privacy and security
• Formatting and proofing of documents required for presentations, proposals, reports and tenders in line with Company formatting and branding
• Logging of marketing visits on respective databases
• Organise travel and accommodation for visitors and personnel as required
• Arrange visas for personnel as required
• Answering telephone and directing call mail and messages to the appropriate persons/departments
• Monitor workwear stock levels, replenish and distribute as necessary
• Completion and issuance of weekly / monthly reporting for various departments including weekly reports to Management and HSE stats
• Production and insurance of minutes for Team meetings, ensuring that actions allocated appropriate personnel and logged through Safe Ops
• Continually drive improvements in our processes and systems
• Complying with all relevant safety and environmental requirements in accordance with Company documented policies and procedures
• Open reporting of unsafe acts and conditions/environmental concerns to Management
• Support and input into QHSSE initiatives and processes including the QHSE Plan, QHSE meetings, and drills
• Make recommendations for improving Quality, Environmental, Health & Safety Management performance

For more information, please call Megan Reeve on or send an up to date CV.