Operations Coordinator

Job Description Summary

The Operations Coordinator is responsible for overseeing and managing the day-to-day operations of the business, ensuring efficiency and seamless execution of tasks across multiple departments. The role involves planning, organising, and supporting office and engineering staff while maintaining excellent client
relationships and implementing process improvements.

Responsibilities

Administrative Duties:

• Raise jobs, quotes, purchase orders (POs), and invoices, including monthly invoicing and PO receipts.
• Handle invoice amendments, credits, and customer deposits.
• Maintain and update RAMS (Risk Assessment Method Statements) and distribute them as required.
• Apply for permits and ensure compliance.
• Manage customer profiles, tags, and updates on Simpro.

Scheduling and Planning:

• Plan all schedules, including engineers’ daily schedules, callouts, and PPM (Planned Preventative
  Maintenance) schedules for key clients (e.g., Claire’s and Smiggle).
• Organize toolbox talks, staff meetings, team-building days, and office training sessions.
• Coordinate engineers’ holiday requests, van bookings, and overtime/hours.

Stock and Supplies Management:

• Order and manage stock for jobs and the office.
• Oversee stock transfers and stock takes.
• Order uniforms, boots, tools, for engineering staff.
• Label and organize kits for deliveries.

Reporting and Performance Monitoring:

• Run and review job card reports, engineer reports, and performance metrics.
• Monitor engineers’ day-to-day travel and job completion.
• Update engineers’ bonus spreadsheets and tool logs.
• Chase job cards and ensure PO paperwork is submitted

Client and Supplier Management:

• Maintain and build strong relationships with clients and suppliers.
• Liaise with subcontractors and suppliers, negotiating costings and securing maintenance packages.
• Request customer feedback and handle communications, including regular updates for key clients.

Office Operations:

• Organize office inductions for new staff.
• Handle office line diverts and phone calls.
• Book scaffolding, hotels, and other operational needs.
• Take deliveries and manage waste disposal.

Staff Support and Development:

• Organize engineer training and certifications.
• Approve and track engineers’ holidays and overtime.

This job description is a comprehensive outline of the tasks and responsibilities required for the Operations
Coordinator role. It may be subject to change based on business needs and operational requirements.

The Individual

Capability, Knowledge and Experience:

• High school diploma or equivalent; additional qualifications in office administration are a plus.
• Proven experience in an administrative role, preferably in a customer service environment.
• Excellent communication and relationship management skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook and Teams).
• Able to use case management systems (e.g Simpro)
• Strong organisational skills and attention to detail.
• Ability to multitask and prioritise tasks effectively.
• Positive attitude and a willingness to learn.
• Experience in managing and motivating teams.

Education and Qualifications:

• A standard level of education, or the equivalent professional experience at the level of the role.
• Additional qualifications in office administration are a plus.

Personal Characteristics:

• Emotional intelligence and ability to manage and resolve contentious individual or change issues.
• A pro-active self-starter who understands the needs of the role and business.
• Driven to understand the business, its future direction, and the needs of our customers.
• A clear and influential communicator with excellent communication skills, both written and verbal.
• Excellent organisational skills, with the ability to prioritise and resolve a high volume of complex issues successfully.
• Demonstrates passion and professionalism, approaching tasks enthusiastically.

MAC Core Values