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My client is an award winning businesswith a very strong reputation within a rapidly expanding market and are known for their high calibre of clients. They manage some of the largest networks of digital displays in the UK and are keen to build on their success.
They need an Operations Administrator to support the running of a busy office and to take responsibility for the day-to-day scheduling and support of the field based engineer team. There are approximately 10 engineers, based in both the north and south of the UK. They work across the whole UK, (including Northern Ireland). Customer demands dictate the location of the engineer work patterns.
This is a very busy role that is central to the smooth running of the organisation. Scheduling involves working with both the Operations Director and direct with clients to plan the locations and timings of engineer work. You will ensure that copies of site drawings are obtained and shared with the necessary parties. You will frequently communicate with third party contractors including shop fitting crews and Project Managers. You will take full responsibility for communicating these details with the engineer team. You will plan the workload within an Outlook calendar and send accurate invitations to engineers which contain all the instructions for their jobs. This includes the address, car parking requirements, shop drawings, timescales, deadlines, work permits, the van required, contractors to meet, etc…
They also run a shared engineer What's App group so you can communicate with the team regularly. You will coordinate with other teams to ensure that all the necessary equipment that engineers require is prepared in advance. This can include hardware such as media players, screens, media players and cables. You will also ensure that customers are sent any necessary work permits, certificates and paperwork ahead of time.
There is a van tracking system to assist with the operational understanding of logistics, so you are able to keep customers updated with anticipated arrival times for jobs. The engineers install fresh installations into new customer premises, construction sites and refurbishments. Examples include high street shop locations, retail outlets, motorway service stations, airports, car dealerships and manufacturing plants. On completion, you will check the completion app and record the details into our system including serial numbers, site photos, customer signatures, etc… You will also check that customers have accepted and signed completion certificates.
A crucial part of the role is to organise the administration side of completing service level agreement documentation, (such as serial numbers, reporting dates and methods). You will send documents to clients using Docusign for digital signature once the service level documentation has been completed. You will be essential in checking purchase orders from clients and ensuring that everything has been fulfilled. Once you are satisfied with the accuracy, you will liaise with our finance team to ensure everything is invoiced correctly.
You will also work closely with our customer care desk that handles support calls from customers. Where a remote fix has not been possible, field-based service appointments are necessary. These visits overlay the installation schedule and are timed based on service level agreement timescales. The schedule is ever moving and needs to respond flexibly to such requirements.
You will also take responsibility for the administration of our Safe Contractor Safety standard which is renewed annually. This requires documents to be updated within the portal including the health and safety policy, environmental policies and evidence of training courses. Although the bulk of the information is already present, it is very useful to be mindful throughout the year of useful evidence so that updates are quickly made. As part of this standard, you will ensure the training matrix for the engineers is up to date. You will book training courses where needed including health and safety courses, CSCS, asbestos awareness, working at height, IPAF, etc…
Other duties include the smooth running of the office include ordering supplies, stationery, managing the suppliers for systems including the fire alarm system, air conditioning, alarms, pat testing, etc… You will manage the company vehicle fleet by booking in van services, checking the dates for road tax renewals, MOT's and permits, (e.g. London Congestion Zone, Dartford Tunnel, Tyne Tunnel passes, etc… for fleet vehicles). Managing fines and speeding tickets as they are received relating to the company fleet. You will organise travel and transport for all teams including ferry bookings, flights, hotels, hire vehicles, airport parking, etc...
