JOB SUMMARY

The Operations and Administration Coordinator plays a vital role in ensuring the smooth day-to-day running of operations, administrative processes, and project support functions. This position requires excellent organisational skills, attention to detail and the ability to multitask efficiently. The role supports project setup, expense processing, travel and fleet management and general administration, ensuring that operational tasks run smoothly.
The ideal candidate will be proactive, highly organised and a strong communicator, able to liaise effectively with internal and external stakeholders. This role offers opportunities for growth into broader operational or project coordination responsibilities, supported by training and development.

Operational and Administrative Support

• Setting up and maintaining project numbers, folder structures, email filing locations and tracking.
• Support the processing and organisation of invoices, purchase orders and financial documentation.
• Oversee fleet management including vehicle bookings, parking operator communications, fuel cards and maintenance coordination.
• Arrange travel, accommodation and logistics for the team, ensuring cost-effective and efficient solutions.
• Ensure records are maintained accurately including compliance with company procedures and data management policies.
• Manage and process expenses, overtime submissions and annual leave tracking.
• Provide quality assurance assistance.
• Perform other reasonable duties as assigned by management.

Project and Team Coordination

• Act as a key point of contact for operational queries and administrative support.
• Assist in compiling reports, data entry, and preparing project documentation.
• Organise meetings including scheduling, room bookings and minute-taking where required.
• Support bid, tender and supplier questionnaires, ensuring accurate information is provided.
• Assist with training coordination including booking courses, raising purchase orders and maintaining training records.

Communication & Collaboration

• Ensure smooth coordination of communications, ensuring deadlines for reporting, internal processes and submissions have been shared clearly and are met.
• Liaise with team to ensure smooth operational processes, providing assistance where necessary.
• Support internal and external engagement by preparing documents, presentations and promotional materials as needed.