Operations Assistant

V.Group; Southampton; On-site; GBP 23,000 - 30,000; Full time

Job summary

V.Group in the United Kingdom is seeking an organised administrator to support the Underwater Contracts Manager and Operations Team, coordinating projects, preparing documentation, and ensuring safe, efficient delivery aligned with customer requirements.

You will manage communications with suppliers and customers, maintain filing systems, assist with procurement and invoicing, and help onboarding of subcontractors using SeaTec platforms.

Qualifications

• Computer literate with knowledge and experience in Microsoft Office Professional.
• Eligibility for Security Clearance with a minimum of SC Clearance.
• Good written and verbal communication skills.
• Strong organisational and time management skills.
• Experience of working with procurement, purchase orders, invoicing and supplier administration.
• Experience of working with customers, suppliers and subcontractors in a professional environment.
• Good understanding of document control and maintaining accurate records.

Responsibilities

• Support the Underwater Contracts Manager and Operations Team with the day to day administration and coordination of projects.
• Assist with the preparation of customer quotations, job files, work packs and other operational documentation as required.
• Liaise with suppliers, subcontractors, customers and diving personnel to support the safe and efficient delivery of works in accordance with customer purchase orders and company procedures.
• Manage phone calls and emails, ensuring enquiries and requests are responded to promptly and effectively.
• Maintain a well organised operational filing systems, ensuring information is accurate, accessible and readily retrievable.
• Assist with the completion and close out of projects, including the preparation of project reports and ensuring all required documentation is completed.
• Support the onboarding and administration of new subcontractors and customers, including setting up and maintaining records using SeaTec’s digital platforms.
• Assist with the procurement and invoicing process, including obtaining purchase orders, processing supplier invoices and submitting customer sales invoices within agreed KPIs.
• Provide administrative support to the Credit Control and Accounts teams, including assisting with queries relating to customer invoices and outstanding payments.
• Ensure all activities are undertaken in accordance with company policies, procedures, contractual requirement.
• Embrace V.Group's safety culture, reporting safety observations and concerns promptly and taking appropriate action to prevent the escalation of unsafe acts or conditions.
• Undertake any other reasonable duties and responsibilities appropriate to the role and operational requirements of the business.
• Computer literate with knowledge and experience in the use of Microsoft Office Professional.
• Eligibility for Security Clearance with a minimum of SC Clearance.
• Good written and verbal communication skills
• Strong organisational and time management skills
• Experience of working with procurement, purchase orders, invoicing and supplier administration
• Experience of working with customers, suppliers and subcontractors in a professional environment
• Good understanding of document control and maintaining accurate records.

Skills

Communication

Organisational skills

Time management

Attention to detail

Procurement experience

Customer coordination

Supplier coordination

Microsoft Office

Tools

SeaTec platforms

Microsoft Office

Job description

Who are V?

As a global leader in ship management and marine services, we add value to a vessel’s operations. Operating around the clock and around the world, V. gives every client the quality and efficiency they need in every sector. Covering crew management and recruitment, quality ship management and technical services, together with supporting management and commercial services, V. has an unrivalled industry knowledge with performance assured. Our values, We Care, We Collaborate, We Challenge, We are Consistent, We Commit and Deliver, are at the heart of everything we do and they support our strategy of Investing in Talent. We are always interested in making contact with talented individuals - people who will demonstrate our values and deliver great service, for internal and external stakeholders.

Overall Purpose of The Job

• To provide effective administrative and operational support to the Underwater Contracts Manager and Operations Team, assisting with the planning, coordination, administration and close out of projects to ensure work is delivered safely, efficiently and in accordance with customer requirements.

Key Responsibilities and Tasks

• Support the Underwater Contracts Manager and Operations Team with the day to day administration and coordination of projects.


• Assist with the preparation of customer quotations, job files, work packs and other operational documentation as required.


• Liaise with suppliers, subcontractors, customers and diving personnel to support the safe and efficient delivery of works in accordance with customer purchase orders and company procedures.


• Manage phone calls and emails, ensuring enquiries and requests are responded to promptly and effectively.


• Maintain a well organised operational filing systems, ensuring information is accurate, accessible and readily retrievable.


• Assist with the completion and close out of projects, including the preparation of project reports and ensuring all required documentation is completed.


• Support the onboarding and administration of new subcontractors and customers, including setting up and maintaining records using SeaTec’s digital platforms.


• Assist with the procurement and invoicing process, including obtaining purchase orders, processing supplier invoices and submitting customer sales invoices within agreed KPIs.


• Provide administrative support to the Credit Control and Accounts teams, including assisting with queries relating to customer invoices and outstanding payments.


• Ensure all activities are undertaken in accordance with company policies, procedures, contractual requirement.


• Embrace V.Group's safety culture, reporting safety observations and concerns promptly and taking appropriate action to prevent the escalation of unsafe acts or conditions.


• Undertake any other reasonable duties and responsibilities appropriate to the role and operational requirements of the business.


• Computer literate with knowledge and experience in the use of Microsoft Office Professional.


• Eligibility for Security Clearance with a minimum of SC Clearance.


• Good written and verbal communication skills


• Strong organisational and time management skills


• Experience of working with procurement, purchase orders, invoicing and supplier administration


• Experience of working with customers, suppliers and subcontractors in a professional environment.


• Good understanding of document control and maintaining accurate records.

What can I expect in return?

V. Group can offer you a market leading salary and benefits package, in addition to significant opportunities for career growth and personal development. This a great opportunity to join a true leader in the maritime sector - a company that has exciting plans for future growth.