Operations Support Officer

Job description / Role

Job Purpose:

• The Operations Support Officer will be responsible for performing a variety of administrative, coordination and logistical services in support of the smooth operations of the assigned depot.
• Reporting into the Regional General Manager, key duties will include back office administration, liaison with government entities and transport planning within a geographic area.
• The position has a strong focus on operational efficiency and strict compliance with the relevant company rules and procedures. Many of which are managed and recorded through the use of inspections, servicing schedules and daily inspections and patrols.
• This role is critical to the smooth operation of our business, so the role will suit an individual with excellent administrative and organisational skills. The role holder will also be great at dealing with people and will have excellent organisational skills.

The position may also be required for out of hours call out in the case emergencies.

Key Responsibilities:

Administration Management

• Performs administrative duties including typing reports, notifying employees and management of messages, sorting and transporting mail, ordering supplies, filing and processing forms and other paperwork, ordering supplies, maintaining work schedules and leave records and providing information to management as requested.
• Supports management by collecting information and producing reports as necessary.
• Coordinate and provide logistical support for visitors to the depot including organising visas, liaising with travel agencies, producing itineraries and arranging travel arrangements.

Depot & Facilities Management

• Support the General Manager in ensuring that the depot is clean, safe, fit-for-purpose and operating efficiently by undertaking daily premises checks, repairs and overseeing planned preventative maintenance activities.
• Ensure that the public spaces and facilities such as lighting and cooling systems as well as the workshop, back-office and meeting rooms are maintained and in general good condition.

Government Relations

• Undertake all the activities for official submission and collection of government applications such as Iqama application approvals as well as company and trade licenses.
• Submit, follow-up and gather all new work and business-related travel visas. Ensure that the visas are handled and processed on time.
• Assist the office in determining any issues identified with organization.
• Update HR and management on government changes in rules and procedures to do work and migration standards.
• Represent the company at locations such as the police station, airport, hotels, embassies, ministries, municipalities.

Transport Planning

• Liaise with other departments to ensure all delayed departures and/or deliveries are clearly communicated to relevant area.
• Plan the activity of drivers ensuring maximum productivity within the targeted average hours is achieved.
• Actively manage performance and standards of the internal Rapid Access and external transportation company drivers.
• Carry out spot-checks of vehicle and driver records.
• Prepare and issue purchase orders.
• Accurate completion of daily transport paperwork in-line with company policy and procedures.

Staff Accommodation Management

• Act as the point of contact for suggestions or complaints raised by the accommodation residents. Resolve any issues or escalate to management if necessary.
• Assist with the allocation of accommodation to employees and arrange the accommodation for new arrivals.
• Maintain computer records for accommodation occupancy levels, daily activities and incidents inside the premises.
• Ensure that all new accommodation arrivals are informed and monitored regarding rules policies. Record their acceptance.
• Oversee and arrange periodic inspections of accommodation rooms for cleaning standards, housekeeping, and general hygiene. Oversee on corrective actions if necessary.

Security Management

• Assist with overseeing the security guards by reviewing the daily activity guard reports, incident reports. Report incidents to management and initiate appropriate actions when appropriate.
• Assist and advise on-duty security guards.

Health & Safety

• Act as the Health & Safety representative for the depot by serving as a link between employees and management with regards to the safety and proper organisation of the workplace.
• Support the General Manager and Regional Quality, Health and Safety Manager to ensure all Health and Safety regulations are adhered to.
• Carry out workplace inspections and identify any hazards or risks to safety that are present and record and report all hazards, issues, accidents or incidents to management.
• Implement measures that will help to minimise accidents within the workplace.
• Ensure that all employees make use of necessary personal protective equipment e.g. helmets, hand gloves, welding shades etc., where and when necessary.
• Receive information regarding employee health, safety and welfare concerns and present to management for corrective action.
• Investigate accidents and tackle their causes.

Other

• Carry out other duties as required by the General Manager.
• Support with achieving the Tech-X standard and requirements.

Salary:
SAR 6,000 to 8,000 per month inclusive of fixed allowances.

Requirements

Job-Specific Skills:

The chosen candidate will meet ALL the essential criteria below:

Essential

• Computer literate in the use of Microsoft Office packages
• Excellent administrative skills with the ability to keep accurate records and reports
• Fluent in English (verbal and written)
• Current and valid Saudi driver’s license
• Previous administrative experience
• Diploma or bachelor's degree in a relevant field

Desirable

• Powered Access, Heavy Machinery, Plant or Construction related industry experience
• Good knowledge of systems and transport planning or delivery route planning system
• Good understanding of different routes in the assigned geographical area
• Fluent in Arabic (verbal and written)

Person Specifications:

• Excellent written and verbal communication skills
• Ability to solve problems on own initiative when required
• Strong administration, time management and organisation skills
• Self-motivated with the ability to prioritize own workload to meet deadlines
• Friendly and team orientated approach
• Ability to prioritize workload in order to meet deadlines, whilst dealing with a number of projects simultaneously

About the Company

Established in 1996, Rapid is the Middle East leader in powered access equipment rental & sale, and part of Europe's largest powered access rental company, Lavendon Group plc.

At Rapid, we offer wide range of MEWP's (Mobile Elevating Work Platforms), which offer a number of features making them particularly suitable for different types of applications.

• Steel Erection and construction
• Lighting and electromechanical maintenance
• Industrial and building maintenance
• Signage and Events
• Outside Broadcasting
• Telecommunications maintenance
• Facilities Management
• Airport, Ship and Highway Maintenance

As members of the team committed to providing strength on the ground and performance in the air we work with a simple business philosophy 'Your success is ours'.