Operations Support

Bidvest Noonan; Newcastle upon Tyne; On-site; GBP 24,000 - 32,000; Full time

Job summary

Bidvest Noonan in Newcastle upon Tyne is seeking an organised and proactive Administrator to support the Account Director and regional operations teams. You will handle day-to-day administration, coordinate with suppliers, raise POs, process payroll queries, manage documents, and contribute to monthly budget reporting.

You'll need excellent time management, strong communication, and proficient MS Office skills. The role may involve site visits and occasional travel to site locations as required.

Qualifications

• Excellent organisational skills with the ability to prioritise and manage tasks simultaneously.
• Strong communication, customer support and interpersonal skills
• Ability to resolve issues or problems and work as part of a team or independently.
• Strong MS Office skills – Excel, Outlook and Word.
• Dependable and flexible
• Strong attention to detail with a high level of accuracy.

Responsibilities

• Plan and prioritise tasks effectively to ensure each task is completed efficiently
• Providing advice, guidance and training to new managers for process and use of systems.
• Place orders for machinery, products and uniforms for site, and subcontractors.
• Provide a professional service in all internal and external communications.
• Adhoc and administration duties within the team – spreadsheets, presentations, letters etc
• Raising PO’s, reviewing delivery dockets and liaising closely with our suppliers to chase up any outstanding deliveries or issues relating to same.
• Invoicing queries support
• Note taking for HR meetings
• Action payroll queries including late wages, adjustments, pay rate changes etc
• Monitor targets set for the Site Management & provide feedback
• Ensure sites have adequate stock levels. Ensure monthly material orders are correct and completed on time and within budget
• Report on weekly budgets
• Provide regular feedback to management.
• Assist Management team create new vacancy posts on Eploy & work with each stakeholder to ensure that a smooth process is conducted to ensure all new start paperwork is checked and sent onto recruitment for issuing of payroll numbers
• Create reports for leavers / new starters and any other changes.
• Manage and report on weekly hours budgets in line with KPI expectations
• Ensure that a weekly check of the wage spend is actioned for any irregularities.
• Create Audit trackers and share with team ensuring all milestones are adhered to and reported to client
• Ensure Payroll Compliance procedures are strictly adhered to
• Maintain regular contact with client(s) and ensure good relations are upheld
• Action correspondence concerning contracts, queries, complaints etc
• Attend the monthly KPI meetings and conduct notetaking, which will then be provided after the meeting with actions (if applicable)
• Ensure ALL accidents paperwork is collated and sent to the Account Director and the tracker updated as per company procedure
• Ensure the training matrix is updated where required and on time.

Skills

Organisational skills

Communication

Problem solving

MS Office

Attention to detail

Teamwork

Job description

Job Description

The role is designed to support our Account Director and nationwide Regional and Area Management and Operations Team, providing administrative and operational support as well as liaising with other departments and suppliers in order to provide the best service possible to clients.

This is a varied and fast paced role within a small but busy team! The right candidate will be expected to use their own initiative and be capable of thinking on their feet to resolve queries or issues. The candidate may be required to travel to sites as necessary.

Report to Account Director & Regional Managers

Key Responsibilities

• Plan and prioritise tasks effectively to ensure each task is completed efficiently
• Providing advice, guidance and training to new managers for process and use of systems.
• Place orders for machinery, products and uniforms for site, and subcontractors.
• Provide a professional service in all internal and external communications.
• Adhoc and administration duties within the team – spreadsheets, presentations, letters etc
• Raising PO’s, reviewing delivery dockets and liaising closely with our suppliers to chase up any outstanding deliveries or issues relating to same.
• Invoicing queries support
• Note taking for HR meetings
• Action payroll queries including late wages, adjustments, pay rate changes etc
• Monitor targets set for the Site Management & provide feedback
• Ensure sites have adequate stock levels. Ensure monthly material orders are correct and completed on time and within budget
• Report on weekly budgets
• Provide regular feedback to management.
• Assist Management team create new vacancy posts on Eploy & work with each stakeholder to ensure that a smooth process is conducted to ensure all new start paperwork is checked and sent onto recruitment for issuing of payroll numbers
• Create reports for leavers / new starters and any other changes.
• Manage and report on weekly hours budgets in line with KPI expectations
• Ensure that a weekly check of the wage spend is actioned for any irregularities.
• Create Audit trackers and share with team ensuring all milestones are adhered to and reported to client
• Ensure Payroll Compliance procedures are strictly adhered to
• Maintain regular contact with client(s) and ensure good relations are upheld
• Action correspondence concerning contracts, queries, complaints etc
• Attend the monthly KPI meetings and conduct notetaking, which will then be provided after the meeting with actions (if applicable)
• Ensure ALL accidents paperwork is collated and sent to the Account Director and the tracker updated as per company procedure
• Ensure the training matrix is updated where required and on time.

Required Skills

• Excellent organisational skills with the ability to prioritise and manage tasks simultaneously.
• Strong communication, customer support and interpersonal skills
• Ability to resolve issues or problems and work as part of a team or independently.
• Strong MS Office skills –Excel, Outlook and Word.
• Dependable and flexible
• Strong attention to detail with a high level of accuracy.