Job Description

Location:

Ashford

Hours:

8am-5pm Mon-Fri

Reports to:

Operations & Accounts Manager

About the Role

We are looking for a highly organised, proactive, and dependable individual to join our team as an

Office & Operations Coordinator

. This is a varied role that requires excellent multitasking skills and the ability to take ownership of tasks across multiple areas of the business. You will be the go-to person for keeping our office running smoothly, managing our fleet, coordinating with external suppliers, supporting senior managers, and assisting with stock and equipment management.

Key Responsibilities

Finance & Admin:

Process occasional invoices, chase debtors, assist with payroll, manage credit card reconciliations, and support with HR-related letters and meeting minutes.

Fleet Management:

Oversee vehicle tax, servicing, repairs, van checks, and manage fleet trackers.

Office Management:

Maintain office supplies, manage uniforms and PPE (including boots), and ensure the office is clean and well-organised.

Health & Safety:

Keep all H&S documentation up to date (fire alarms, emergency lighting, COSHH sheets), report accidents, and liaise with external H&S representatives.

Marketing Support:

Monitor, maintain, and liaise with marketing subcontractors, including providing new magazine adverts and editorials. Check company websites regularly for updates and coordinate required upgrades. Liaise with subcontracted Google Ads providers and action recommendations accordingly. Post and maintain occasional social media content to support company branding.

Stock & Equipment Management:

Log, order, and manage stock levels to ensure availability of required items. Issue orders and track deliveries. Monitor and manage installed equipment, including serial numbers, spares, and maintenance requirements. Maintain maintenance spreadsheets in collaboration with the Maintenance Manager. Assist with van stock checks, yard clear-ups, and warranty returns. Monitor and manage construction equipment, including organising servicing.

Operational Support:

Assist with tasks from Operations & Accounts Manager, Managing Directors, and Office Manager; support service and installation teams where required.

Supplier Liaison:

Act as the main contact for external suppliers (fuel cards, utilities, IT support, leasing, etc.).

General Office Duties:

Answer calls, direct messages, monitor directors' emails, manage timesheets, handle postage of goods sold, and arrange work-related social events and birthday cards.

Diary & PA Support:

Manage the family and business diaries and provide PA support to the Operations Manager and directors,

What We're Looking For

Strong organisational and time-management skills Ability to work independently and proactively Excellent communication skills and a "can-do" attitude Previous experience in office administration, operations, or a similar role Familiarity with inventory and stock management processes is an advantage Excellent working knowledge of Microsoft Office (Excel, Word, Outlook) Flexibility to take on a wide range of tasks and prioritise effectively Previous experience in construction industry is desirable. Reliability and consistency in working hours

Why Join Us?

You'll be joining a friendly and supportive team in a role where no two days are the same. This is a fantastic opportunity for someone who enjoys taking ownership, solving problems, and keeping things running smoothly behind the scenes while also contributing to our marketing presence and equipment management.

How to Apply

Please send your CV and a brief cover letter to enquiries@xlpools.com explaining why you'd be a great fit for this role.

Job Type: Full-time

Pay: From 25,396.80 per year

Benefits:

Company pension Free parking On-site parking Sick pay
Language:

English (preferred)
Work Location: In person

Application deadline: 10/08/2025
Reference ID: XLP1
Expected start date: 01/09/2025