Operations Manager

Role reports into Key Account Manager and will cover Scotland to include:
Glasgow, Dumbarton, Overtown, Scotstoun, Aberdeen and Central Belt (Subject to change)

Hours of Work: 40 hours per week, Monday to Friday, with a 30-minute unpaid break per day.

Working Hours: Between 5:00 pm to 3am (flexibility will be required to meet the requirements of the role)

Company Car: Company car provided or car allowance.

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Job Description

To oversee, co-ordinate and support the site management of the operations at the various sites / garages he/she is responsible for. To provide assistance to the Key Accounts Manager. Duties include managing people’s performance, customer service, procurement, budget management, managing quality and resolving day-to-day operational issues to ensure the client’s satisfaction. You will be required to travel to various sites.

Managing People’s performance:

• Monitor and manage targets set for the Site Management.
• Ensure training and induction is conducted for all staff.
• Ensure employees wage sheets are accurate and completed on time and submitted to the Transport team every Monday by midday.
• Motivate staff where necessary / possible.
• Attend to disciplinary and grievance issues as per the company procedures.
• Ensure Health and Safety regulations are adhered to at all times.
• Ensure all accidents / incidents are reported as per company policy and procedure.
• Provide regular feedback to management.
• Ensure sites have adequate stock levels. Ensure monthly material orders are correct and completed on time.
• Conduct on site periodic stock audits.
• Ensure stock orders are within budgets.
• Ensure wages are within weekly budgets.
• Ensure sites are adequately staffed within budget.
• Ensure contingency plans are in place to ensure staffing levels are accurate and are within budget.
• Provide regular feedback to management.

Administration:

• Handle all administration commensurate with role e.g. starter forms, disciplinary hearings, grievances, salary queries, client reports, quality reports, etc.
• Ensure CAR/TASK is being completed correctly for both Daily Reporting and Periodic cleans. Monitor cleans completed as per contract specification and resolve any shortfalls in either standard or quantity.
• Ensure all correspondence is dealt with appropriately and within a reasonable time period.
• Ensure all queries are forwarded to the relevant parties and resolved.
• Ensure all client and quality reports are submitted in good time and are of a good standard.

Customer Service (Managing Client Relations):

• Maintain regular contact with client(s) and ensure good relations are upheld.
• Regularly update client(s) and keep them informed of site’s progress. (eg: regular meeting, providing quality reports, etc.)
• Use all forms of communication.
• Hold formal minuted meetings at least once per month.
• Regular meetings are held, and records kept.
• Aim to exceed customer’s expectations.
• Ensure that customer’s queries are dealt with as a priority.
• All correspondence should make use of good grammatical English.
• Ensure that new starter forms are 100% correct. Ensure that RTW work documents are correct and originals have been seen. New start forms and associated documents are forwarded to HR office on the same day for processing. No one can start without a pin number.

Manage Quality:

• Ensure sites are aware of their quality specification.
• Ensure quality specification is met.
• Ensure poor performance is met by retraining and or disciplinary action.

Training:

• Identify training needs of staff.
• Arrange for training/retraining.
• Ensure training is delivered where possible / necessary.
• Evaluate all training.
• Identify problem areas and introduce corrective action.

Health and Safety:

• Ensure ALL accidents and near misses are reported as per company policy.
• Ensure PPE is worn at all times, ordering new when required.
• Ensure fire drills and evacuation drills are conducted regularly with reference to the client’s procedures
• Ensure al exit routes are kept clear and are accessible
• Ensure Health and Safety training is conducted for all staff.
• Ensure RA’s are up to date and site specific and sign off sheet has been signed by…