Operations Assistant

Confidential; Southampton; On-site; GBP 28,000 - 38,000; Full time

Benefits offered by this job

Competitive salary

Career progression opportunities

Job summary

Confidential, a global maritime organisation, is seeking an efficient Operations Coordinator to join the Southampton team and support underwater project delivery.

You will work with the Underwater Contracts Manager to coordinate the full project lifecycle, from enquiry to invoicing, ensuring documentation and compliance are maintained to high standards.

Qualifications

• Experience in operational, project support or administrative environments.
• Ability to manage multiple tasks and priorities effectively.
• Strong written and verbal communication skills.

Responsibilities

• Support day-to-day coordination and administration of underwater operations projects.
• Assist with preparation of quotations, work packs, project files and operational documentation.
• Liaise with customers, suppliers, subcontractors and operational personnel to support project delivery.
• Manage incoming enquiries and provide timely responses to requests and queries.
• Maintain accurate records, document control systems and project files.
• Support project mobilisation and close-out activities, including reports and final documentation.
• Assist with subcontractor onboarding and maintaining records.
• Support procurement activities, including purchase orders, supplier administration and invoice processing.
• Assist with customer invoicing and liaising with finance regarding queries and payments.
• Ensure activities are completed in accordance with procedures, contracts and safety standards.

Skills

Administrative support

Organisational skills

Communication skills

Multitasking

Customer/supplier coordination

MS Office proficiency

Tools

Microsoft Office

Job description

Our client is a global leader in ship management and marine services, supporting vessel operations across the world through technical, operational and commercial expertise. They are now seeking an organised and proactive Operations Coordinator to join their Southampton team, supporting the delivery of specialist underwater and diving projects.

This is an excellent opportunity to join a well-established maritime organisation, working within a busy operational environment where no two days are the same. You'll play a key role in ensuring projects are planned, coordinated and delivered efficiently, while working closely with customers, suppliers, subcontractors and internal stakeholders.

The Role

Working alongside the Underwater Contracts Manager and Operations Team, you will provide administrative and operational support across the full project lifecycle, from initial enquiry and mobilisation through to project completion and invoicing.

Key Responsibilities

• Supporting the day-to-day coordination and administration of underwater operations projects.
• Assisting with the preparation of quotations, work packs, project files and operational documentation.
• Liaising with customers, suppliers, subcontractors and operational personnel to support project delivery.
• Managing incoming enquiries and providing timely responses to requests and queries.
• Maintaining accurate records, document control systems and project files.
• Supporting project mobilisation and close-out activities, including preparation of reports and final documentation.
• Assisting with subcontractor onboarding and maintaining records within company systems.
• Supporting procurement activities, including purchase orders, supplier administration and invoice processing.
• Assisting with customer invoicing and liaising with finance teams regarding queries and outstanding payments.
• Ensuring activities are completed in accordance with company procedures, contractual obligations and safety standards.

About You

We're keen to speak with candidates who have experience within operational, project support or administrative environments and who enjoy working in a fast-paced setting with multiple priorities.

You will ideally have

• Previous experience in an Operations Coordinator, Project Coordinator, Contracts Administrator or similar position.
• Strong administrative and organisational skills with excellent attention to detail.
• Good working knowledge of Microsoft Office.
• Strong written and verbal communication skills.
• The ability to manage multiple tasks and priorities effectively.
• Experience with procurement, purchase orders, invoicing or supplier administration would be advantageous.
• Experience working with customers, suppliers or subcontractors in a professional environment would be beneficial.
• An understanding of document control and record management processes.

Additional Requirements

• Eligible to obtain and maintain Security Clearance (SC).

What's on Offer

• Competitive salary and benefits package.
• Opportunity to join a globally recognised maritime organisation.
• Exposure to specialist marine and underwater operations.
• Long-term career development and progression opportunities.
• Supportive and collaborative working environment.

This position would suit candidates from marine, engineering, defence, manufacturing, logistics, facilities management or other project-based industries who are looking to develop their career within a dynamic operational environment. If you are an enthusiastic and experienced Operations Coordinator looking for a new opportunity within a leading maritime organisation, we would love to hear from you.