Job Description

As Operations & Executive Coordinator at AV Xpert, you will play a central role in keeping our operations running smoothly while providing high-level support to the Director. You will coordinate day-to-day operational processes, including scheduling technicians, managing rental and installation resources, liaising with clients, and overseeing delivery and installation logistics.

In addition, you will support the Director with executive tasks, helping to manage calendars, communications, and projects, ensuring that both operational and strategic priorities are met efficiently. This role is ideal for a proactive, organised, and versatile professional who thrives in a fast-paced environment and enjoys contributing to both operational excellence and the wider success of the business.

Key Aims and Responsibilities

Support the Director with diary management, meeting coordination, correspondence, and general executive tasks.

Develop and maintain strong knowledge of AV Xpert's rental, installation, and service offerings to assist with internal queries and operational planning.

Support the sales process by assisting with quotations, client follow-ups, and promoting products and services.

Coordinate operational processes, including booking technicians, sub-contractors, and sub-hire equipment for upcoming orders.

Schedule and manage technicians' and staff diaries to ensure timely delivery of services and prevent double bookings.

Plan rental resources, vehicle routes, and staff schedules to meet current and forecasted demand.

Monitor delivery progress in real-time and provide updates internally to ensure smooth operations.

Liaise with clients only to confirm installation dates or logistical details, supporting account managers as needed.

Raise and send purchase orders to suppliers, ensuring deposits are received and liaising with accounts as needed.

Respond to internal support queries and schedule technicians for service calls or site visits.

Maintain shared calendars and CRM bookings, ensuring accurate tracking of all appointments and activities.

Attend and contribute to weekly operations meetings, helping to identify and resolve operational issues.

Promote continuous improvement and innovation in operational procedures, adopting a "Kaizen" approach.

Support client relationship management by assisting account managers with scheduling and follow-ups as needed.

Chasing payments on outstanding invoices and liaising with clients and the accounts team to ensure timely settlement.

Handle confidential and sensitive information with discretion.

Assist with HR and administrative tasks, including recruitment, onboarding, and staff scheduling.

Liaise with suppliers, customers, and external stakeholders on behalf of the Director.

Oversee day-to-day office administration to ensure smooth business operations.

Undertake ad hoc tasks to support both the Director and operational teams as required.

Required Skills and Experience:

Excellent written and verbal English communication.

Strong administrative, planning, and organisational skills.

Customer-focused with a proactive approach to meeting client needs.

Able to work independently and collaboratively within a fast-paced environment.

Willingness to develop knowledge of audio-visual technology.

Confident in supporting senior management, including diary management and correspondence.

Basic financial understanding, including chasing outstanding invoices.

Job Type: Full-time

Pay: From 28,000.00 per year

Benefits:

Additional leave Bereavement leave Employee discount Flexitime Sick pay
Experience:

Executive Assistant: 2 years (preferred)
Work Location: In person