We are proud to be recruiting on behalf of our client for a dynamic and highly organised PA/ Operations Coordinator to join their fast-paced Operations team. This pivotal role will primarily support the Operations Manager and wider leadership team, where you can add real value by coordinating tasks and being that much needed go-to person between the management team. We’re looking for someone with a sharp eye for detail, a curious mindset, and the confidence to challenge processes and expenditure constructively. If you thrive in a varied role, enjoy working with data, and excel at supporting senior stakeholders, this could be the perfect fit.
Key Duties & Responsibilities
- Provide comprehensive PA and administrative support to the Operations Manager, including diary management and travel coordination.
- Manage expense submissions and receipt uploads via the company’s finance portal.
- Act as a key liaison for the Operations Manager, fielding calls and maintaining workflow continuity during site visits.
- Collate and analyse operational data (e.g. driver KPIs, overtime, hours worked) in partnership with site supervisors.
- Prepare and deliver accurate monthly reports on operational performance and cost metrics.
- Monitor and reconcile costs such as fuel, maintenance, and supplier invoices, raising queries where discrepancies arise.
- Support planning and scheduling of vehicle and depot maintenance, ensuring invoice accuracy and flagging unauthorised expenditures.
- Analyse fleet performance, maintenance records, and budget data to inform decision-making.
- Liaise with suppliers for onboarding and cost control, maintaining strong commercial relationships.
- Collaborate with Planning, Sales, and Data teams to optimise vehicle utilisation and operational efficiency.
- Assist with recruitment administration, including drafting job descriptions and coordinating approvals.
- Perform general administrative duties to ensure the smooth running of the Operations department.
Candidate Profile
- Exceptional organisational skills with the ability to manage competing priorities.
- Confident communicator with strong interpersonal skills and cross-functional collaboration experience.
- Advanced proficiency in Microsoft Excel and data reporting.
- Previous experience in a coordinator or operations support role, ideally within transport, logistics, or fleet management.
- Familiarity with transport legislation (advantageous but not essential).
- Comfortable challenging suppliers and stakeholders in a constructive manner.
- Professional phone manner and a proactive approach to problem-solving.
- Self-motivated team player capable of working independently.
- CPC qualification or logistics/transport experience is a plus.
- While PA experience is preferred, candidates with operational or fleet sector knowledge at any level are encouraged to apply.
The application process:
Our mission is to support our clients in their creation of an equal, diverse and inclusive workforce. We are committed to providing a barrier-free recruitment process, so if you require any reasonable accessibility adjustments within the application process, then please make it known at the earliest opportunity.
We will carefully consider your details and advise you if we’re able to progress with your application within 72 working hours. If you do not hear from us within this time your details won’t be retained. So, if you’re not successful on this occasion, do continue to respond to future roles we advertise. In the meantime, all good wishes and continued success with your search for employment.
