Operations Administrator

RCP is a dynamic family-run business that manages and operates car parks nationwide, and we are currently looking for a positive, hard-working and energetic, Administrator to join our growing Operations team. This role will be office-based in Norwich (NR6).

We are family-run and pride ourselves on being "the friendly car park operator", so a good attitude to customer service is important. The administrator role will be based within the Operations team, carrying out various tasks to support the Operations & Audit Manager and the wider management team.,

• Working with Supervisors / Site Staff to confirm their requirements and liaising with sign makers regarding cost, proof and installation.


• Ensuring all sites have the correct signs on site and are BPA compliant.


• Once quotation & and artwork are received to provide a purchase order for authorisation


• Update site signage photo record on internal records


Machines, tariffs and keys

• Responsible for ordering new machines, spare parts and tariff software.


• Updating the logs so all are aware of which machine is where, what is in stock and what tariffs are installed.


• Checking Machine Faults / Ticket Levels etc. daily and reporting to the correct Area Supervisor / Site Staff


• Responsible for all machine keys and issue/return of these keys.


• Updating logs and key cabinet with movement to ensure only relevant individuals have the required access and this is logged.


• Create/update all staff 'Key Record' log sheets and ensure accuracy at all times


Site Works and Maintenance

• Booking in and arranging site works and maintenance as and when requested.


• Liaising with contractors over commencement of works and completion of sub-contracting forms.


• Ensuring all Supervisors, site staff and H/O staff are aware of proposed works to be carried out and rota's updated accordingly.


• Obtain Quotes, ensuring multiple quotes for works are achieved to obtain the best price. Minimum 3 quote is company policy


• RAMS must be completed before works are completed


Supplier Lists

• Once best quotes received, and suppliers used to confirm their work is good they are added to the supplier list


• Companies and Contractors who have over quoted and/or done unsuitable works are also listed as not to be used.


• Updating and managing suppliers list


• Ensure suppliers have correct insurances in place and sub-contracting forms have been received and filed.


Engineer Call outs and Servicing

• Call out of engineers as and when required by site


• Logging of all engineer call outs as and when requested by site staff/Supervisors.


• Chase engineer visits, work done & invoice is correct. Logging of these issues/outcomes to identify & resolve any ongoing issues.


• Update Machine Fault Reporting Log and prepare Purchase Orders as necessary.


• Inform all Head Office staff of machine faults.


• Check and sign invoices upon completion of works to satisfactory company standards.


• Implementing service contracts where required and then ensuring these maintenance visits are undertaken.


Car Park Price Changes

• Dealing with all aspects of arranging a price change for a site


• Prepare price change checklist and submit to all relevant staff for updates prior to tariff change taking place.


• Liaise with Supervisor/site staff to confirm the date and requirements for tariff change and ordering of overlays as necessary.


• Ensuring customer notices are issued to Supervisor/site staff as soon as possible ahead of tariff change


• Ensuring all relevant site staff, Supervisors and Head Office staff are aware of price changes.


• Updating of all logs - tariff change spreadsheet and website.


• Ensuring notification leaflets to customers is done at least a week before the price change


• Sending the checklist for car park price change and chasing responses from all


Car Park Openings

• Dealing with all aspects of a car park opening


• Prepare car park opening checklist and submit to all relevant staff for updates prior to car park opening.


• Liaise with Supervisor/site staff over signage requirements and site clearance works.


• Management of sign and machine installation.


• Ensuring all relevant Supervisors/site staff and Head Office staff are aware of car park opening


• Updating of all logs - tariff change spreadsheet and website


• Liaise with site staff to confirm the sign requirement and all on the rota


• Sending the checklist for car park opening and chasing responses from all


Car Park Closings

• Dealing with all aspects of arranging a closure.


• Prepare car park closure checklist and submit it to all relevant staff for updates prior to the car park closing date.


• Liaise with all relevant Supervisors/site staff confirming the dates & and requirements for site closure, and arranging removal of all signage & and machines.


• Ensuring customer notices are issued as soon as possible ahead of site closure.


• Ensuring all relevant site staff, managers and Head Office staff are aware of the car park closure


• Updating of all logs - tariff change spreadsheet and website


Leaflets

• Designing and printing of leaflets as and when required.


• Liaise with managers over content and obtain approval from GW/SAN.


Notices and Machine Inserts

• Producing from template customer and machine notices as well as tariff inserts.
  
  Good customer service and administration skills


• Attention to detail & time management skills.


• Proactive and resilient in nature.


• Good communication skills (written and verbal)


• Good IT Skills (Microsoft 365 software packages)


• Previous experience within an office administration role would be advantageous, but not essential as full training will be given.


• Full clean driving licence
  
  In return, you will have the opportunity to grow and develop within this position, learning more about the car park management industry as we continue to take the business on a growth journey. The role would be 37.5 hours per week, Monday-Friday between the core hours of 08:00 am-5:30 pm. There is a competitive salary and benefits package on offer for this position.


A detailed list of the type of tasks involved will be supplied during the recruitment process, but here is a taste of what is expected,
• Competitive salary, discussed at interview.


• 33 Days Holiday Entitlement (including Public Bank Holidays)


• Day off for your birthday


• Perkbox recognition and reward scheme


• Company life cover scheme


• Company wellbeing programme


• Company pension scheme


• Onsite Parking


• Staff Parking Scheme.