Office Manager - Construction
Head Office Canning Town
Type of Contract: PAYE (Monthly)
All Plant Office Employees, Project Managers, QSs, Procurement, Group IT
The Office Manager contributes to the effective operations of the department, by leading the administration activities of the office. Specifically this means:
The review, developments and improvement of existing systems, processes, and procedures:
The management and training of the hire desk and administration team members.
Input into the operational and commercial (including budgeting and capital expenditure) management of the business to ensure customer satisfaction and sound financial performance; and
The efficient operation of the office operations.
This role will ensure agreed KPIs service levels are achieved and that management, projects and customers are provided with appropriate and accurate information on a timely basis.
·Lead the transformation of the Hire desk team, specifically transforming and upskilling the existing team in order to manage the evolving interface/informational requirements between the plant department and the business. Appropriate training and career progression plans to be developed.
·Provide day-to-day direction and management of the team by managing workload, holidays performance and development.
·Engage in recruitment activities as required.
2.Administrative oversight and reporting
·Participate in the budgetary and capital expenditure processes, ensuring the Plant fleet is appropriate to the requirements of the wider Group. Also assist in monthly performance reviews to understand the performance of the business and to ensure optimum availability and utilisation.
·To ensure the division is operating in full compliance of with the company processes and procedures.
·To ensure that weekly and monthly reports to Plant management and Project management, including Plant on Hire reports, monthly invoices, utilisation reports (as required by the Plant Director) are accurate and produced in a timely fashion.
·To prepare KPI reports and departmental objectives (including SLAs) and provide to the Plant Director for review and further action.
·To assist the Plant Director is ensuring that agreements with third party suppliers provide best value and meet the company HSEQ and Supply chain requirements.
·To ensure that all plant, transport, and stores charges are raised and charged in a timely fashion.
·To ensure records are maintained in line with the company Management Systems.
3.Plant operations business support
·To provide assistance to the Hire Controllers in times of increased activity
·To ensure that all records are kept demonstrating Plant is properly maintained and in a safe working condition (when sent to site) and is compliant with all relevant legislation/regulation with available certificates as required.
·To participate in operations team meeting with identified colleagues to ensure the business performs optimally and in line with Group expectations.
·To ensure optimum utilisation of equipment and offer advice and recommendations to the Plant Director on additions and disposals.
·To oversee the administration of the stores and ensure that regular stock checks are carried out and appropriate systems are in place to prevent fraud, misappropriation, or misuse.
·To oversee the processes around asset disposals are adhered to. In addition to report all losses, thefts or damages to the Plant Director and manage these in line with Company procedures,
·To keep fully abreast of all relevant Health & Safety legislation and ensure awareness through the company.
·To work with the business to ensure clear roles, responsibilities and accountabilities between K Plant and the business to deliver and efficient and effective service to all customers
·Ensure service and performance levels are achieved within defined operational objectives and financial budgets and take action when levels are not met.
·Work on special projects as and when required.
·Ensure training is provided to projects on Plant systems and processes.
The post holder will be expected to operate in line with our workplace values which are:
·Responsibility: Through the behaviours of Safety in Action we keep our people, clients, community, and environment secure and well, ensuring a positive legacy that will support future generations.
·Integrity: We act ethically, honestly, morally, and transparently - 'we do the right thing'.
·Teamwork: Collaboration and communication are instrumental to our high performance. We work in partnership with our clients, suppliers and stakeholders to achieve exceptional outcomes.
·Excellence: Confidence in our Competence and a 'Right First Time' attitude; drive the continuous improvement of our people and processes, ensuring our position as a leading engineering business.
SKILLS & EXPERIENCE
Previous experience in working in a plant-related environment would be beneficial but not essential.
Demonstrated experience in building and a team with an administrative, task-related focus into one with a more commercial, service focus.
Demonstrated ability to ensure that processes and effective controls are established and maintained.A strong commercial focus is desirable.
·Has a good sense of the business and industry and can lead and shape activities that directly support and contribute to the effective working of the company.
·Can take BU plants and communicate clarity and put team structures in place to drive operational effectiveness and the delivery of results.
·Strong verbal and written communication, influencing and stakeholder management skills.
·Able to make decisions even when faced with ambiguity or uncertainty, although knows when to escalate.
·Confident, technically proficient, and good rapport builder
·Assertive, proactive, and collaborative
·Able to work with and through others to successfully deliver the BU's business plan and drive commercial outcomes
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