Operations Administrator

Location: G33, Glasgow

Hours: Full Time, Monday to Friday, 09:00 – 17:00

Salary: £28,000 – £35,000 per annum (depending on experience)

RPJ Energy Solutions Ltd is a growing mechanical and electrical building services contractor delivering high-quality HVAC, electrical, renewable energy, and building services solutions across commercial, industrial, educational, healthcare, and public sector environments.

As our business continues to grow, we are seeking an organised, proactive and technology-minded Operations Administrator to support the day-to-day running of the company.

This role combines administration, project support, systems management and process improvement. The successful candidate will work closely with the Directors and Project Managers to support the efficient delivery of projects whilst helping the business improve systems, processes and automation.

Working closely with the Directors and Operations Team, you will support a variety of business functions including administration, document control, procurement support, recruitment administration, reporting and systems management.

You will also play an active role in helping RPJ improve the way we work through better utilisation of Microsoft 365, digital systems and business process automation.

• Provide administrative support to Directors and Project Managers.
• Manage incoming calls, emails and correspondence.
• Maintain accurate company records and filing systems.
• Prepare reports, spreadsheets, presentations and business documentation.
• Coordinate meetings, appointments and office activities.

• Assist with project administration and document control.
• Support procurement activities, purchase orders and supplier records.
• Maintain project records and company databases.
• Assist with compliance documentation and renewals.
• Support recruitment and onboarding activities.

• Provide administrative support to Project Managers across multiple live projects.
• Raise and manage purchase orders in accordance with company procedures.
• Obtain and collate supplier quotations for review by Project Managers.
• Assist with the procurement of materials, plant and subcontract services.
• Assist with monitoring deliveries, supplier lead times and outstanding orders.
• Chase suppliers and subcontractors for quotations, documentation and delivery updates.
• Ensure project files are maintained accurately and in accordance with company procedures.
• Liaise with clients, suppliers and subcontractors to support the smooth delivery of projects.

• Help manage and maintain Microsoft 365 systems including SharePoint, Teams and Planner.
• Identify opportunities to improve efficiency and reduce administrative workload.
• Assist with developing digital workflows and automated processes.
• Support data management, reporting and information control.
• Contribute ideas that improve how the business operates.

We are looking for someone who is highly organised, self-motivated and confident using technology.

You will enjoy solving problems, improving processes and finding more effective ways of working.

• Previous experience in an administrative, operations or office support role.
• Excellent organisational skills and attention to detail.
• Strong Microsoft Office skills, particularly Outlook, Excel and Word.
• Excellent communication and interpersonal skills.
• Ability to manage multiple tasks and priorities.
• Positive, proactive and professional attitude.

• Experience using Microsoft 365, SharePoint, Teams and Planner.
• Experience of Power Automate or workflow automation software.
• Previous experience within construction, engineering or…