Operations Assistant - SeaTec

Oceanic Catering; Southampton; On-site; GBP 26,000 - 34,000; Full time

Job summary

V.Group in Southampton seeks an organised administrator to support the Underwater Contracts Manager with day-to-day administration and project coordination.

You will prepare quotations, job files and work packs, liaise with suppliers and diving personnel, manage emails and filing, and assist with procurement and invoicing while upholding our safety culture.

Qualifications

• Experience in procurement, purchase orders, invoicing and supplier administration.
• Experience working with customers, suppliers and subcontractors in a professional environment.
• Strong document control and record-keeping practices.

Responsibilities

• Support the day to day administration and coordination of projects.
• Prepare quotations, job files and work packs.
• Liaise with suppliers, subcontractors, customers and diving personnel.
• Manage calls and emails; respond promptly.
• Maintain organised filing systems and accurate records.
• Assist with project close-out and reporting.

Skills

Communication skills

Organisational skills

Time management

SC Clearance eligibility

Tools

Microsoft Office

Job description

• 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.