Outdoor logistics is a family run business that has been trading since 2012, specialising in Outdoor advertising. We build, maintain, illuminate, and post all formats of traditional and digital ad panels from A3 size to mega 6, building wraps and scaffold construction.

Over the years the company has expanded and contracted as the work and market has dictated, and with the recent economic climate it’s settled in a comfortable place with great team members who all buy in to the company ethos.

Outdoor Logistics is built by the people in it, for the people in it, they care and work hard to deliver for our clients. Our product quality and service are how we continue to operate, especially in difficult times, as we value our clients working closely with them to deliver to the standard that they require. Our values of trust, honesty and respect are synonymous with all who work at OL; and this is how we form our relationships with all our clients and sub-contractors forging partnerships for the long haul.

Role

This Administrator role is responsible for ensuring the smooth running of the administration within the Company, working alongside the Admin Supervisor and Operations Manager. This key role involves a substantial amount of client and supplier liaison, to ensure that client expectations are managed and work is delivered to agreed deadlines.

Responsibilities

• Responsible for the smooth running of the office from an administrative perspective, and working in conjunction with peers and the Operations Manager, ensure that all administrative tasks are dealt with in a timely manner
• Ensure appropriate and timely allocation of labour/plant & materials and communicate as required.
• Manage works diary and keeping on site teams up to date with schedules.
• Book accommodation.
• Ensure WPP/ATW approvals are in place in conjunction with the Health and Safety Consultant and various H&S contacts
• Liaise with and continue to build effective working relationships with all suppliers and sub-contractors to ensure that there is effective co-ordination of all company activities in support of corporate objectives.
• RISQS – Assist with Audit preparations.
• Assist project tender process, supporting the initial tender documentation process and coordinate the required approvals and ensure quotes are submitted according to the deadlines.
• Compile quotes and purchase orders.
• Liaise with clients during projects to ensure they’re involved and updated throughout the process.
• Ensure all relevant training is kept up to date and relevant as appropriate, ICI, PTS, first aid, working from height etc
• Contribute to efforts to ensure that at a safe and healthy working environment is maintained at all company sites by all, supporting the admin team to ensure RAMS are issued as provided by the Health and Safety Consultant.
• Ensure all telephone calls are answered promptly & courteously and directed or dealt with in a timely manner
• Daily management of filing and archiving
• Ensure and encourage a clear desk policy
• Compiling reports
• Support Operations/ Contracts Managers as required

Skills

• Willingness to learn
• Works well as part of a team, communicating clearly and sharing information openly
• Organised and reliable at handing over work, leaving clear notes and up-to-date records
• Willing to work additional hours to cover annual leave etc, by agreement.
• Friendly and confident
• Excellent communicator
• Highly organised, Proactive and comfortable taking ownership of tasks
• Calm under pressure
• Experience with Xero (or other accountancy software)
• Experience with Share point (but not essential)
• Microsoft Suite

Experience

• Administrative experience ideally in a fast-paced environment. Construction industry experience would be preferable, if not, to be adaptable and able to learn new skills quickly.
• Construction or similar particularly an understanding of materials, plant, equipment and project plans and drawings.
• Health and Safety particularly in relation to RAM’s / health and safety documents, permits, training requirements and audit requirements.

Working Pattern

This is a job share role, working alongside another part-time Administrator (Admin Supervisor) to provide full cover across the week.

Hours: Monday 08:30–17:00, and Tuesday to Friday 13:00–17:00.

Handover: There is a 1.5-hour overlap each day from Tuesday to Friday, so that work can be handed over properly.

Flexibility: Where possible, and by agreement, you may be asked to cover your job share partner’s hours during annual leave or sickness.

Annual Leave: You will receive a paid holiday entitlement of 28 working days to include the eight usual statutory Bank Holidays pro rata to your hours.

There is also potential to progress to full-time.