Operations Coordinator

Operations Coordinator


Salary:  Salary dependent on Experience  Location: London
Type: Full Time  Postal/Zip Code:  N5V 1A1
Calling all Operations COORDINATORS!

There is a never a dull moment in this challenging and extremely fast paced role based at the head office of London’s leading independent provider of Reception Management Services– Office Concierge.  As Operations Coordinator, your day will be filled with a multitude of exciting tasks such as problem solving, managing systems, organising rotas and booking on employees plus much more!  Working in a team of 4, the day will simply whiz past as you monitor employee time keeping, arrange cover for holidays/sickness, update training lists and create strong relationships with other departments in the company.



You will need to be flexible regard to working hours, your working week will be 45 hours but you 

 We are looking for candidates with top notch communication and organisation skills, an exceptional telephone manner and an outgoing personality, who remains calm under pressure. Accuracy is of the utmost importance and you must be proactive and use your initiative when it comes to problem solving. Previous experience working on a helpdesk, within operations or organising staff rotas would be an advantage.  Good working knowledge of MS Word, Excel and Outlook is essential.  Working for us is a genuinely rewarding experience.

Responsibilities will include:-



Arrange employee holidays and appointments
Previous supervisory/management experience
System Orientated
Calm under pressure
Monitor employee time keeping
Supervisors roster and day to day queries
Ensure that rosters are prepared a month in advance and Elite Cover planned accordingly
Organise Elite cover training
Organise additional cover requests once correct authorisation has been granted and provide pricing to our clients for ad hoc work
Arrange for Lunch Relief and updating of rosters
SOP’s ensuring that OC employees adhere to standard operating procedures i.e. book on, calling in sick, holiday and appointment procedures
Produce Reports for Operations / HR and Finance – Elite cover lists, daily, weekly and monthly rosters. Monthly performance and profitability. Weekly report to Operations and time keeping
Management of start up form, leavers forms and contract start up forms
Role Call - Collate ROLECALL information and provide analysis, reporting and investigating any discrepancies
Main point of contact for managing appointments, appraisals and arranging cover
Ensure operations have appropriate levels of security at all times and that all personnel are fully aware of their responsibilities
Operations Room Management - Ensure compliance with H&S legislation and that there is a high level of housekeeping maintained at all times in operations.
Communication between OC head office and clients - customer issues, ensuring resolutions are sought or issues are escalated in line with current procedures.
Communication between OC head office, employees and supervisors
Attend a weekly meeting with HR /Ops /Supervisors to clear up any discrepancies or misunderstandings
Liaise with clients and other sites on a daily basis, helping and supporting their needs
Forward thinking - Plan resources in line with current and future work loads
Developing new procedures and a operations manual
Promote a strong team spirit throughout the entire team
Promote and maintain a flexible approach to working hours amongst your colleagues
Ensure you and your team interaction with clients and employees are accepted in a professional and friendly manner
Ensure that any relevant information is passed to the appropriate department to ensure continued customer satisfaction
Ensure you are fully aware of the sites and services available in order to give knowledgeable and informative answers to client queries
Ensure the quality and presentation of your work is professional and accurate at all times
Organise Additional cover on request, send out costing and chase Purchase Order numbers
Update Additional cover log for accounts
Update Credits log for Accounts
Ensure Role Call is fully up to date with Grades, Bank Holidays and Set up
Payrole – Double check all Overtime for Accounts
Updating New Business Report – for any up and coming, loss or changes to the business
Working  with the Elite Manager in planning Elites and matching up to sites
Contract Review reports
Working closely with Operations Director for company projections and Planning  




Personal Profile



Always be flexible and have a ‘can do attitude’ to your duties
Use initiative to find solutions for challenges presented
Excellent attention to details is essential
Strong understanding of MS Office – including Outlook, Word and Excel
Multi tasker who thrives in a fast paced environment
Flexible, ‘can do’ approach
Good telephone etiquette
Good grasp of spelling and grammar
Resilient and logical
Strong organisation and communication skills


Are you able to get into Central London for 5.45am?
Do you have experience problem solving within tight deadlines?
Are you happy to work within a pressurised environment?