Operations Coordinator - 12 Month FTC

We are recruiting for an Operations Coordinator on a 12-month FTC basis to cover maternity leave. The opportunity is to be based in Poole, Dorset to provide project support, logistics planning, administration and office management support to the EES team.

About The Team:

The Explosives Engineering Services (EES) team are a team within RPS managing and consulting on Unexploded Ordnance Risks both on land and within the marine environment. RPS EES supports our global clients in the assessment and reduction of risk associated with unexploded ordnance.

RPS, A Tetra Tech company:

Representing an exciting new chapter in our business, in January 2023 RPS became a Tetra Tech company. With 27,000 employees in more than 550 offices in more than 120 countries on seven continents, Tetra Tech is a leading, global provider of consulting and engineering services. As a Tetra Tech company, RPS is proud to offer our people market-leading development and project opportunities, helping to solve some of the world’s most complex problems.

About The Role :

The Operations Coordinator will work alongside the Technical Director, Project Managers and Consultants will have responsibilities across the following areas: Project Assistance, Logistics Planning and general Office Management.

Project Assistant / Logistics Planning:

• Project logistics, including planning of offshore personnel and travel booking, not limited to hotels, flights, trains and hire cars. This includes the Flexibility to respond to last minute travel and operational requirements, sometimes dealing with logistic emergencies and issues outside of office hours, as and when they arise.
• Updating International SOS Tracker with personnel movements around the globe.
• Preparing project documents for offshore / site personnel and regular communication to keep up to date with their availability and inform them of any suitable projects.
• Liaising with project management, clients, and contractors, supplying them with personnel documents and updates on logistics
• Updating the team on operational activity via Teams, whiteboards, and Excel spreadsheets.
• Review of timesheets and invoices to confirm dates and details are correct and can be approved for the finance team to pay.
• Opening and closing projects and enquiries, including filing, and advising the accounts team on project requirements.
• Carrying out company induction and onboarding for new offshore site personnel in line with company induction process, including document control and updating of personnel files, including certificates, CVs, and personal data according to GDPR guidelines.
• Keeping the project management informed regarding absence, leavers, and personnel availability.
• Completion of pre-qualification questionnaires with company details, such as HSE, accounts and personnel stats, including company registration information. Including checking and updating procurement portals, including but not limited to SAP Ariba, EU Supply, Aconex.
• Keep project teams informed of all deadlines, and completion dates to ensure timelines are met.
• Project document control, check and review document content before filing, liaising with relevant internal staff to ensure documents are correctly categorised and are in-line with MS quality standards.
• Preparation and proof-reading of reports, proposals, CVs, letters, and project documents as required, including project document control.
• Proactively supporting company Health and Safety initiatives.

Office Management:

• Answer the telephone professionally and courteously, transferring calls to the appropriate person or taking messages and passing these on promptly.
• Accept deliveries to the building, sign for packages and deliver or alert the appropriate person of their arrival.
• Check off and unpack stationery supplies, ensuring that the cupboards are kept stocked, organised and tidy.
• Approve office invoices, such as Gas and Electric, cleaning etc
• Obtain quotes for any work/repairs which need to be carried out and manage contractors visiting the building i.e., fire alarm maintenance, cleaners, by arranging site visits, providing the required access and sign off paperwork.
• Occasionally book refreshments / lunches for collection/delivery to the building as required, ensuring Finance are advised in the event of these being requested for monthly billing purposes.
• Manage petty cash.
• Ensure milk, coffee, tea, sugar etc. are kept replenished, order/purchase supplies.
• Maintain details of keys issued and Keyholder responsibilities for the office building.

About You:

• A high attention to detail and organisational skills to enable efficient working in a fast paced environment.
• Strong communication skills and willingness to tackle challenges to solve problems.
• The ability to be self-motivated whilst remaining enthusiastic and positive towards duties. Strong leadership, motivational and mediation skills, and the ability to take initiative without guidance
• Experience within a project management role would be desirable.
• Excellent IT Skills – Microsoft Outlook, Word, Excel, Adobe Editor, and Teams
• Awareness of project commercial and cost control issues.

What’s in it for you?

We will provide you with a friendly and creative environment to develop your skills and challenge yourself. We support our people to innovate, collaborate and build meaningful careers. Our network of people and knowledge will expand your horizons and give you access to a variety of interesting projects.

What happens next?

The Talent Acquisition Team will be in touch to let you know the outcome of your application. If your application is progressed, you’ll have a conversation with one of our recruiters followed by a two-stage interview process with the Team.

If this opportunity suits your career journey, we’d love to hear from you. All applications will be considered, and we will try our best to respond to you within seven working days.

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Our commitment to Diversity and Inclusion
Mindful that a truly inclusive organization must make appropriate use of talent on a global basis and without unnecessary barriers, we are committed to embedding diversity and inclusion principles in all People processes in order to be as diverse as the communities and clients we work with, thereby securing, developing, and retaining the best available talent for the company’s future.

Our approach to Diversity and inclusion
Our people live our purpose, deliver our promise, and demonstrate our behaviours every day. Our behaviours define who we are. Developed by our people, they underpin everything that we do. They create the memorable experiences we are known for and make RPS a great place to do great work.

‘Stronger Together’ is one of our five core behaviours and it is inherent in creating an inclusive workplace:
‘We are respectful, acknowledge diversity, and recognise the potential and contribution of everyone. We bring out the best in one another, always assuming best intent. People who learn and grow thrive in our business, sharing in our success.’

Recruitment Agencies
We have a Preferred Supplier List of trusted partners to assist us when required and do not acknowledge any speculative CVs or unsolicited candidate introductions from agencies not on this list. Please refer to the careers page on our website if you require any further information.