The Role
The Operations Coordinator provides administrative and operational support to the team, manages contractor activities, facilities maintenance, compliance, and health and safety tasks, ensuring smooth daily operations.
Summary Generated by Built In
Location: Poole, Dorset (onsite)
Hours: 37.5 per week
Working pattern: Monday - Friday 9:00 until 17:00
Main Purpose
Hours: 37.5 per week
Working pattern: Monday - Friday 9:00 until 17:00
Main Purpose
The Operations Coordinator is responsible for providing operational and administrative support across the Operations function, helping to ensure the smooth running of facilities, contractor control, compliance activities, reporting, training coordination and day-to-day operational processes.
The role will work closely with the Operations Manager, Health & Safety Manager, Manufacturing General Manager and Senior Warehouse Management to coordinate operational activities, maintain accurate records, support compliance requirements and contribute to the efficient running of the business.
Duties and Responsibilities
Operational Coordination
- Provide day-to-day coordination and administrative support to the Operations team.
- Coordinate operational tasks, projects and business initiatives to ensure deadlines and objectives are achieved.
- Attend meetings and produce accurate meeting minutes, actions and follow-up documentation where required.
- Prepare operational reports, presentations and supporting documentation.
- Collate, maintain and present operational KPI information and management reports.
- Record and track operational information including accidents, incidents, near misses, corrective actions, training completion rates and operational costs.
- Maintain accurate filing systems, records and operational documentation.
- Support continuous improvement initiatives and operational process reviews.
Facilities & Site Coordination
- Coordinate reactive and planned maintenance activities across site.
- Manage and coordinate site works requests.
- Own and maintain the Site Works Portal and associated contractor documentation.
- Coordinate internal support for site maintenance activities and repairs.
- Obtain quotations for repairs, maintenance works and facilities-related services.
- Liaise with contractors, suppliers and service providers to ensure works are completed safely, efficiently and within agreed service levels.
- Coordinate contractor control processes, including site access, permits, inductions and supporting documentation where required.
- Coordinate contractor visits and maintain accurate contractor records.
- Maintain maintenance records, service schedules and contractor documentation.
- Monitor service contracts and supplier agreements to ensure documentation remains current and contracts do not expire.
- Support the management of facilities-related contracts and supplier performance.
Health and Safety Support
- Provide administrative support to the Health & Safety Manager.
- Maintain health & safety records, documentation and compliance trackers.
- Coordinate health & safety inspections, audits and scheduled compliance activities.
- Support management of the health & safety calendar.
- Coordinate external training bookings where required.
- Maintain training records and training matrices.
- Assign and monitor training through Mentor and other company systems.
- Support document control activities to ensure records remain current and accurately maintained.
General Responsibilities
- Maintain professionalism and confidentiality at all times.
- Build and maintain positive working relationships with internal teams, suppliers and contractors.
- Undertake any other reasonable duties as requested by Management or Directors.
Person Specification
Qualifications
- Good standard of education evidenced by GCSEs or equivalent [Essential]
Skills
- Excellent organisational and coordination skills [Essential]
- High level of accuracy and attention to detail [Essential]
- Strong communication skills, both written and verbal [Essential]
- Ability to prioritise workload and manage multiple tasks effectively [Essential]
- Proactive approach with the ability to work independently [Essential]
- Strong interpersonal skills and ability to build effective working relationships [Essential]
- Professional and confident manner when dealing with suppliers and contractors [Essential]
- Good IT skills, including Microsoft Office (Excel, Word, Outlook) [Essential]
- Ability to gather, analyse and present operational data and KPI information [Essential]
- Ability to work effectively in a fast-paced operational environment [Essential]
Knowledge
- Knowledge of health & safety processes and compliance administration [Desirable]
- Knowledge of WMS or operational systems [Desirable]
Experience
- Experience working within a busy operational or administrative environment [Essential]
- Experience coordinating multiple activities and priorities [Essential]
- Experience producing reports and KPI information [Essential]
- Experience working collaboratively with internal teams and external suppliers [Essential]
- Experience within warehouse, logistics or manufacturing operations [Desirable]
- Experience supporting facilities or health & safety activities [Desirable]
Benefits
- 25 days holiday per annum (including Christmas closure) rising to 26 days after 5 years and 27 days after 10 years, plus bank holidays (pro-rated for part-time staff)
- £200 per annum for health and wellbeing activity / gym membership (after 1 year of service)
- Voucher awards for ideas
- Quarterly prize draw (after 1 years service)
- Social committee organising departmental events and activities
- Summer BBQ and/or Christmas party for whole company and partners
- Free parking
- Modern offices with kitchen and break facilities
- Community / Charity day with line manager approval after successful probation
- Opportunity to get involved with events and initiatives to support local charities
- 1 piece of PBH branded merchandise as a welcome / thank you for being part of the PBH team!
- 10% discount at a local independent gym
- Ongoing support, development and training in line with needs of the role and business.
- Financial support to cover cost of specialist eyesight tests for DSE users & glasses for DSE use (including frames that cost up to £50)
- Auto-enrolment for eligible staff - 8% Pension with NowPensions – (3% Employer & 5% Employee on qualifying earnings)
About
Poole Bay Holdings Management Ltd are one of the leading B2B marketers of workplace supplies in the UK. With over 30 business units specialising in a number of niches, we competitively market over 5,000 products through a number of online and offline channels. We operate on a UK-wide basis from our offices in sunny Poole, Dorset, with additional business units based in the USA.
Skills Required
- Good standard of education evidenced by GCSEs or equivalent
- Excellent organisational and coordination skills
- High level of accuracy and attention to detail
- Strong communication skills, both written and verbal
- Ability to prioritise workload and manage multiple tasks effectively
- Proactive approach with the ability to work independently
- Strong interpersonal skills and ability to build effective working relationships
- Professional and confident manner when dealing with suppliers and contractors
- Good IT skills including Microsoft Office
- Ability to gather, analyse and present operational data and KPI information
- Ability to work effectively in a fast-paced operational environment
- Knowledge of health & safety processes and compliance administration
- Knowledge of WMS or operational systems
- Experience working within a busy operational or administrative environment
- Experience coordinating multiple activities and priorities
- Experience producing reports and KPI information
- Experience working collaboratively with internal teams and external suppliers
- Experience within warehouse, logistics or manufacturing operations
- Experience supporting facilities or health & safety activities
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The Company
What We Do
Poole Bay Holdings Ltd is a leading UK B2B eCommerce and catalogue marketer specializing in health, safety, and facilities products, marketing over 5,000 products through online and offline channels.
