Operations Administrator

Salary: £15.02 per hour

Rose Recruitment are looking to source an Operations Administrator for our fantastic client based in Bridge of Don, Aberdeen.

The Operations Administrator is responsible for day-to-day administration as required within the business support team ensuring that tasks for this position are completed timely to meet the business needs and operational requirements. Through working in partnership with others the role will assist in delivering our strategy by ensuring all activities are appropriately handled to consistently deliver our customer promise. It is the key focus of the job holder to ensure tasks; workload and processes are run in an efficient and effective manner.

While the points noted below form the core of the role, we expect the ideal candidate to be flexible and supportive of the business needs as they evolve.

Responsibilities

This job description is not intended to be an exhaustive list of duties and may be amended by the Company at any time.

· Processing the necessary paperwork to produce sales order job packs, ensuring all information is obtained from the client/Retails Sales Manager when required and updating sales spreadsheet accordingly

· Preparation of timely and accurate sales quotes, ensuring procedures are applied for pricing, terms and conditions and follow the correct authorisation review limits

· Management of Purchase Orders mailbox and distribution to appropriate dept saving hard copies to shared drive. Filing new and revised PO’s on Master spreadsheet

· Updating data by recording accurate data on client accounts numbers and IDs and adding to a Data Validation list

· Scanning and storing all customer and supplier delivery notes, DHL manifests, POD’s, invoice previews, calibration specifications and any other documentation to correct job file

· Setting up of meeting rooms for internal meetings or courses

· In conjunction with other admin staff, responsible for the accurate filing and archiving of documents as required

· Booking travel and accommodation for field chemists and other employees and obtaining VAT invoices for any payments made on T&E cards

· Assist with monthly Emergency Lighting checks along with other team members

· Reception cover and associated Reception duties during Receptionist breaks/periods of absence

· Providing administration support when required in the absence of team members

QHSE

· Perform duties in compliance at all times with corporate and local systems, rules and procedures, including any Quality Assurance, Health Safety and Environmental Standards set by the Company and/or external certification authorities and ensure that appropriate controls are carried out on a regular basis within the department.

· Ensure the Total Quality Assurance customer promise is embedded throughout the laboratory operation

· Avoid unsafe acts and follow company Health Safety & Environmental Procedures.

· Become familiar with Health Safety & Environmental information issued by the company.

· Report all accidents and incidents no matter how trivial.

· Report near misses using Near Miss forms.

· Ensure, where required, that suitable and sufficient documented risk assessments are available for the work being carried out, if not then assist to the assessing of work related hazards and risks.

· Ensuring that the correct Personal Protective Equipment is worn where required.

· Attending QHSE Forums.

· Close out timely any near misses you are responsible for

· Close out timely any non-conformances assigned to you

· Ensure that training activities for new starts are recorded and signed off when staff are competent

Required Skills and Experience:

· Good standard of secondary education

· Relevant previous experience in a similar role

· Excellent verbal and written communication and organisational skills.

· Excellent working knowledge of MS Office: Word, Excel, Outlook.

· Strong inter-personal skills. Ability to liaise with a wide range of staff and individuals outside of the organisation in a professional and sensitive manner.

· Excellent time management and organisational skills – ability to work independently.

· Excellent team player.

· Ability to work accurately within tight deadlines.

· Flexible approach to working hours.

Please apply with your updated CV.

Rose*LTD*2003