Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

We are looking for a capable and highly organised Administrator to support the day-to-day administrative and operational requirements of our Oxford recycling site.

This is a varied, multi-tasking role requiring close coordination with the yard operatives and site team. A key responsibility will be ensuring that every incoming and outgoing load is properly tracked, checked, completed and recorded.

The successful candidate must be responsible, proactive, accurate and comfortable working in a busy operational environment where priorities may change throughout the day.

• Manage day-to-day administrative tasks for the Oxford site.
• Handle telephone calls, emails, correspondence and general enquiries.
• Maintain accurate filing systems, company records and operational documentation.
• Prepare and update spreadsheets, reports and internal records.
• Coordinate with suppliers, customers, transport companies and other external parties.
• Support site management with general administrative and operational tasks.
• Follow up outstanding paperwork and ensure required information is completed and received on time.

• Work closely with yard operatives to manage and record all incoming and outgoing material movements.
• Ensure every incoming and outgoing load is recorded accurately.
• Check delivery notes, collection paperwork, waste transfer documentation and other relevant records.
• Record key information including material type, supplier/customer, vehicle details, date, quantity and weight where applicable.
• Ensure paperwork is fully completed before records are filed or closed.
• Follow up missing or incomplete delivery and collection documentation.
• Maintain accurate electronic and paper records for all material movements.
• Cross-check site records against yard information and supporting paperwork.
• Identify and report discrepancies between physical movements and recorded information.
• Maintain up-to-date logs of scheduled, completed and outstanding deliveries and collections.
• Communicate with drivers, suppliers, customers and transport companies where required.
• Assist the yard team with administrative queries relating to deliveries, collections and materials.
• Ensure incoming and outgoing records remain traceable and easy to retrieve.

• Maintain and organise environmental, waste and Health & Safety documentation.
• Ensure required compliance paperwork is completed, recorded and filed correctly.
• Maintain records relating to waste movements, deliveries and collections.
• Assist with compliance inspections, audits and document preparation.
• Monitor document expiry dates and ensure required records remain current.
• Maintain organised records for permits, licences, training records and other site documentation where required.
• Escalate missing documentation or compliance issues to management.
• Strong administrative and organisational skills.
• Ability to multi-task and manage different responsibilities effectively.
• High level of attention to detail and accuracy.
• Responsible and able to take ownership of assigned tasks.
• Proactive and able to respond quickly when priorities change.
• Good document-control and record-keeping skills.
• Confident using Microsoft Office, particularly Excel, Word and Outlook.
• Able to read, understand and complete operational documentation accurately.
• Comfortable working closely with yard and operational staff.
• Good written and verbal communication skills.
• Able to communicate effectively with management, colleagues, drivers, suppliers, customers and transport companies.
• Able to work independently without requiring constant supervision.
• Able to identify missing information or discrepancies and follow them through until resolved.
• Comfortable working…