Operations Administration Assistant

Panda Ireland; Knottingley; On-site; GBP 19,000 - 26,000; Full time

Job summary

Panda is hiring an Operational Administration Assistant to support the Contract Waste team. The role focuses on completing jobs, ensuring accurate paperwork, and maintaining strong invoicing controls.

You will handle calls, post, and reporting, while collaborating with sales and operations to keep administration aligned with business needs. The ideal candidate is detail‑oriented, numerate, and a proactive team player with solid IT skills and familiarity with accounts processes.

Qualifications

• Excellent communication skills at all levels.
• Good IT skills using Word, Excel and Outlook.
• High standard of numeracy with attention to detail.
• A team player with a flexible approach and willingness to learn.
• A self-starter who is proactive and can set and achieve goals.
• Strong organisational and time management skills.
• Ability to identify risks to the group and escalate.
• Familiar with accounts procedures and ledgers.
• Experience with management information and reporting processes.

Responsibilities

• Ensure all confirmed jobs are completed within 7 days where possible.
• Ensure all jobs have relevant paperwork and backup stored.
• Answer incoming calls and manage daily post.
• Support day‑to‑day processes to ensure timely delivery.
• Coordinate with sales and operations to support administrative needs.
• Develop controls to ensure orders are processed promptly and accurately.
• Provide ad‑hoc reporting when requested.
• Cover other admin functions as needed.
• Follow up on invoicing practices and improvements.

Skills

Communication skills

MS Office

Numeracy

Team player

Proactive

Organisation

Risk awareness

Accounts procedures

Management information

Tools

Word

Excel

Outlook

Job description

About The Role

Position: Operational Administration Assistant

Reports to: Customer Services Manager

Functional: Contract Waste Operational Administration

Purpose Of Position

This position is responsible for:

• Ensuring all jobs are complete and ready for invoicing
• Correct information is applied to each job (Customer specific)
• Correct paperwork is attached to each job
• Financial information is correct
• Chase paperwork/confirmation that a job has been complete prior to month end
• Report any issues to Contract Waste Team Leader/Finance
• Provide cover and support to other Admin roles
• Other ad-hoc tasks, i.e. Data cleanse for reporting purposes, Support on our Acumen App

Person Specification

The ideal employee will possess the following:

• Excellent communication skills at all levels
• Good IT skills and competence using Word, Excel and Outlook
• High standard of numeracy, accuracy with attention to detail
• A team player with a flexible approach and a willingness to learn
• Outgoing, positive and confident personality and able to operate at all levels
• A self-starter who is pro‑active and can set and achieves goals
• Strong organisational & time management skills
• Ability to recognise potential risks to the group, communicate and elevate
• Familiar with accounts procedures and ledgers
• Experience of management information and strict reporting processes

Responsibilities

• Ensure we complete all confirmed jobs within 7 days of job completion (Where possible)
• Ensure all jobs have the relevant paperwork
• Ensure copies and back up is always stored and recorded in line with the company procedures and policies
• Answering incoming phone calls and managing the daily post
• Willingness to help with the day to day processes to ensure that the job is done on time
• Liaise with sales and operations to ensure that the administration teams are properly supporting the needs of the operating businesses
• Development of controls to ensure the company processes orders promptly and accurately at all times
• Providing ad-hoc reporting as and when requested
• Provide cover for other admin functions as requested
• Other duties as delegated from time to time by the Customer Services Manager
• Keep the company up to date with new invoicing techniques and practices

About You

About Us

We are Panda. We value waste.

We’re in the business of waste management but that doesn’t just mean collecting bins. Behind every collection is a passionate team of people finding smarter, safer, and more sustainable ways to recycle and repurpose materials that would otherwise go to waste.

Over the past 30 years, Panda has grown into a leading resource recovery business, bringing together almost 3,000 people across multiple brands, united by a shared vision and strong values. While our operations are diverse, our purpose is clear: to protect our people, support our customers, and create positive impact for the communities and environments we serve.

At Panda, people are at the heart of everything we do. We work as one team, combining different skills, experiences, and perspectives to achieve shared goals. We care for each other’s wellbeing, encourage development, and support growth because we know we’re stronger together.

We expect excellence in how we operate. High standards, bold thinking, and continuous improvement drive our passion for innovation. We challenge the ordinary, put safety first, and embrace new ideas while delivering practical, cost-effective solutions that move our business forward.

We own what we do. From day-to-day tasks to major projects, we take pride in our work and responsibility for the outcome. We don’t walk past problems we address them together. Our expertise, reliability, and careful reflect who we are and the difference we make.

And above all, we act with trust and integrity. Trust is built through open communication, honesty, and accountability. It allows us to move quickly, make confident decisions, and deliver results — knowing our people are empowered to do the right thing.

Our journey depends on talented, committed people who want to make an impact.

Take the first step and join us on the journey

Panda is committed to attracting and retaining a skilled and diverse workforce that reflects the communities in which we operate and the people we serve. (DE&I Policy Statement)