Operations Administrator

Robinsons Facilities Services Limited; Harrogate; On-site; GBP 24,000 - 30,000; Full time

Benefits offered by this job

Quarterly bonus

Life assurance

Long service bonuses at 5/10/25 years

Birthdays off

Health cover

Referral bonuses

Job summary

Robinsons Facilities Services Ltd in Harrogate is seeking a motivated operations coordinator to join our busy team. You will schedule in-house engineers and subcontractor work, update simPRO and Excel, contact suppliers for pricing and delivery dates, and help prepare quotations with engineers and the accounts team.

The role requires excellent communication, strong organisational skills, and a proactive attitude.

Qualifications

• Excellent telephone manner and confident communication.
• Minimum 2 years in an office environment.
• Highly organised with ability to multitask and prioritise.
• Self-motivated and proactive; reliable and punctual.
• Proficient with Microsoft Office (Excel, Word, Outlook).
• Access to own transport for office location.

Responsibilities

• Calling and emailing customers, engineers, suppliers and stakeholders to coordinate work.
• Updating records in simPRO and Microsoft Excel.
• Processing timesheets and other documents.
• Preparing and following up quotations with engineers, suppliers and subcontractors.
• Coordinating with the Accounts Team and internal colleagues.
• Scanning, filing, archiving documents and handling post.
• Completing other tasks to support the operations function.

Skills

Telephone manner

Communication

Office experience

Organised

Self-motivated

Punctual

MS Office

Own transport

Tools

simPRO

Microsoft Excel

Job description

This role is an excellent opportunity for a motivated, organised, and excellent communicator to join a busy operations team of an established Harrogate-based service business.

Working under the supervision of the Operations Manager, as part of a small and friendly Operations Team, you will be involved in all aspects of the operations function, with a particular focus focused on coordinating the work schedules of our in-house engineers and subcontractor partners. Speaking confidently on the phone should be second nature as it will be needed for many of the day-to-day responsibilities within this role.

The role will be extremely varied and as well as scheduling in engineers/subcontractors’ jobs it will involve updating records on simPRO (our job management software) and Microsoft Excel, contacting suppliers and subcontractors to get better prices or chase down delivery dates for parts, extracting data from reports for quotations and much more.

Company Overview

We are a well-established and growing maintenance and repair service provider of heating, ventilation, air-conditioning (HVAC), water/plumbing, electrical and other plant, and equipment in commercial properties in and around Yorkshire. The company can trace its roots back to 1932 but has been under its current management for around 10 years and has continued to grow year after year by focusing on delivering the best service to our customers.

We have a small, friendly office team who work from our office in Bishop Thornton, Harrogate and a great bunch of field-based engineers who work on our customers sites throughout Yorkshire.

Employing the right people is extremely important to us, and we would encourage applicants to thoroughly read our job specification(s) and visit our website https://www.robinsonsfs.com/ to find out more about our business, before deciding whether to apply for this role.

Contract Particulars

• Full time (40 hours) is preferred however, part-time applicants will be considered provided they can work at least 24 hours a week.
• Hours to be worked between 8:00am – 5:00pm Monday to Thursday and 8:00am – 4:30pm Friday.
• Place of work will be our office in Bishop Thornton, HG3 3BF.

Package

• Salary in the region of £27,000 p.a. (depending on experience, qualifications and hours worked)
• Up to 35 days holiday (including bank holidays)
• Company pension
• Further training and upskilling opportunities.
• A wide range, and ever-growing set of discretionary benefits available, including (but not limited to):
  • Quarterly performance bonus
  • Life assurance
  • Long term service bonuses at 5, 10 and 25-year intervals
  • Birthdays off each year
  • Health cover including mental and physical health treatments
  • Referral bonuses

Responsibilities

• Calling and emailing customers, engineers, suppliers, and other stakeholders to co-ordinate work.
• Updating records on our job management software, simPRO, on Microsoft Excel and elsewhere as required.
• Processing timesheets and other relevant documents.
• Preparing and following up quotations for a variety of maintenance, repair and installation works in co-operation with engineers, suppliers, subcontractors, and other members of the team.
• Coordinating with the Accounts Team and other internal team members as required.
• Scanning, filing, and archiving documents, opening post and general housekeeping as required.
• Completing other tasks as required to support the operations function and the broader business.

Skills Required

• Must have an excellent, friendly, and confident telephone manner.
• Must have excellent written and oral communication skills and be able to communicate and build rapport with people at all levels.
• Must have at least 2 years’ experience working in an office environment.
• Must be highly organised, be able to manage multiple tasks and prioritise workload.
• Must be self-motivated, determined, capable of working from own initiative.
• Must be punctual, reliable, and professional.
• Must have good knowledge of Microsoft Office Packages (Excel, Word, and Outlook).
• Must have access to own transport (as public transport and public footpaths are not available at/around our office in Bishop Thornton, HG3 3BF).

Robinsons Facilities Services Ltd is an equal opportunities employer. Further information on our company’s ethos, including our Mission, Vision, and Values, can be found on our website.

Head Office – Harrogate The Courtyard, Oakwood Park Business Centre, Fountains Road, Bishop Thornton, Harrogate, North Yorkshire, HG3 3BF

Commercial Boiler & Air Conditioning Engineers

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