Operations Administrator

Confidential Company; Dubai; Presencial; AED 70.000 - 90.000; Jornada completa

Descripción de la vacante

Confidential Company is seeking an Operations Administrator to support recycling and waste management operations across multiple facilities. You will coordinate schedules, manage documentation, and ensure accurate data entry into ERP systems while liaising with logistics, sales, and finance teams.

The role requires strong organisational skills, attention to detail, and the ability to maintain records, reports, and compliance documentation in a fast-paced industrial environment.

Formación

• Diploma or Bachelor's degree in Business Administration, Operations Management, Logistics, or related field.
• 2–4 years of experience in operations administration, logistics coordination, manufacturing, warehousing, or industrial ops.
• Experience in recycling, waste management, or environmental services is an advantage.
• Experience across multiple operational locations is preferred.

Responsabilidades

• Provide day-to-day administrative support to the Operations Lead and teams across facilities.
• Coordinate daily schedules, work assignments, processing activities, and material movements.
• Monitor activities against plans and follow up on outstanding tasks.
• Liaise with departments to ensure smooth workflow and timely resolution of issues.
• Maintain updated records, schedules, registers, and documentation.
• Coordinate with suppliers, contractors, transporters, and downstream partners.
• Collect, verify, and consolidate daily operational data from facilities.
• Maintain records of materials, inventory movements, and productivity.
• Ensure timely data entry into ERP and reporting systems.
• Prepare daily, weekly, and monthly reports (receipts, volumes, dispatches, stock, attendance, downtime).
• Identify discrepancies and coordinate corrective action with teams.
• Prepare and organise operational documents (receipts, delivery notes, manifests, weighbridge, disposal/recycling).
• Coordinate documentation for customers, authorities, and internal departments.
• Maintain records for inspections, audits, and reporting.
• Monitor submission deadlines and approvals; support SOPs, quality, environmental and HSE compliance.
• Maintain equipment maintenance records and coordinate maintenance requests.
• Track equipment documentation and service reports.
• Identify opportunities to improve documentation and reporting accuracy.
• Assist in developing templates, checklists, registers, and SOPs; support ERP utilisation.

Conocimientos

Excel

Data analysis

Organisational skills

Communication

Multitasking

Problem solving

Independence

Educación

Diploma/Bachelor's in related field

Herramientas

ERP systems

Microsoft Office

Pivot tables

Descripción del empleo

1. Job Purpose

The Operations Administrator is responsible for providing comprehensive administrative, documentation, reporting, and coordination support to ensure the efficient daily functioning of the company's recycling and waste management operations.

The role requires strong organisational skills, attention to detail, and the ability to coordinate multiple operational activities across facilities while ensuring accurate records, timely reporting, and compliance with company procedures and regulatory requirements.

2. Key Responsibilities

A. Operations Administration & Coordination

• Provide day-to-day administrative support to the Operations Lead and operational teams across multiple facilities.
• Coordinate daily operational schedules, work assignments, processing activities, and material movements.
• Monitor operational activities against planned schedules and follow up on outstanding tasks.
• Liaise with operations, logistics, sales, finance, and other departments to ensure smooth workflow and timely resolution of operational matters.
• Maintain updated operational records, schedules, registers, and documentation.
• Coordinate with suppliers, contractors, transporters, and downstream recycling partners as required.

B. Operational Data Management & Reporting

• Collect, verify, and consolidate daily operational data from recycling facilities.
• Maintain accurate records of incoming and outgoing materials, processing quantities, inventory movements, and operational productivity.
• Ensure timely and accurate data entry into the company's ERP and reporting systems.
• Prepare daily, weekly, and monthly operational reports, including:
  • Material receipts, processing volumes, and dispatches.
  • Inventory and material stock balances.
  • Labour attendance, overtime, and productivity.
  • Equipment utilisation and downtime.
  • Operational performance against targets.
• Identify discrepancies in operational data and coordinate corrective action with relevant teams.

C. Documentation & Regulatory Compliance

• Prepare, maintain, and organise operational documents, including material receiving records, delivery notes, manifests, weighbridge records, and disposal or recycling documentation.
• Coordinate the preparation and submission of documentation required by customers, regulatory authorities, and internal departments.
• Maintain accurate and traceable records for regulatory inspections, audits, and customer reporting.
• Monitor document validity, submission deadlines, and outstanding approvals.
• Support compliance with company SOPs, quality standards, environmental requirements, and HSE procedures.

D. Inventory & Material Movement Administration

• Maintain and reconcile records of incoming materials, processed materials, recovered products, and outgoing shipments.
• Coordinate with facility teams to ensure physical stock balances are consistent with system records.
• Assist in scheduling material transfers between facilities and dispatches to downstream partners.
• Monitor pending material movements and follow up to ensure timely completion.
• Support periodic stocktaking and inventory reconciliation.

E. Manpower & Equipment Administration

• Maintain daily attendance, manpower allocation, leave, and overtime records for operational employees.
• Consolidate manpower and productivity information for management review and payroll verification.
• Maintain records of equipment maintenance schedules, breakdowns, servicing, and repairs.
• Coordinate maintenance requests and follow up with internal teams and external service providers.
• Track equipment-related documentation, service reports, and maintenance records.

F. Process Improvement & Administrative Control

• Identify opportunities to improve operational documentation, reporting accuracy, and administrative efficiency.
• Assist in developing and maintaining standardised templates, checklists, registers, and operating procedures.
• Monitor outstanding operational actions and elevate delays or discrepancies to management.
• Support the implementation and effective utilisation of digital systems and operational ERP platforms.
• Perform other operational administration duties assigned by management.

Desired Candidate Profile

Education

• Diploma or Bachelor's degree in Business Administration, Operations Management, Logistics, Supply Chain Management, or a related discipline.

Experience

• Minimum 2–4 years of experience in operations administration, logistics coordination, manufacturing, warehousing, or industrial operations.
• Experience in recycling, waste management, or environmental services is an advantage.
• Experience working with multiple operational locations is preferred.

Technical Skills

• Proficiency in Microsoft Excel, Word, Outlook, and other Microsoft Office applications.
• Experience using ERP systems for operational data entry, inventory management, and reporting.
• Strong Excel skills, including formulas, pivot tables, and data reconciliation.
• Familiarity with inventory records, delivery documentation, operational reporting, and basic compliance requirements.

Key Competencies

• Strong organisational and multitasking abilities.
• High attention to detail and data accuracy.
• Effective communication and interpersonal skills.
• Ability to coordinate with operational teams and multiple departments.
• Strong follow-up skills and ability to meet deadlines.
• Problem-solving ability and proactive working attitude.
• Ability to work independently with minimal supervision.
• Integrity, confidentiality, and accountability.
• Willingness to work in a fast-paced industrial environment.