Job Description

Summary

Are you a detail-oriented, customer-focused professional with a passion for keeping things running smoothly behind the scenes? Pulham & Sons (Coaches) Ltd is seeking a proactive and organised

Operations Assistant

to join the company on a 6 months Fixed Term Contract. This role is to support the day-to-day coordination of our transport services. From managing bookings and customer queries to preparing tour schedules and supporting drivers, this is a varied and rewarding role at the heart of our operations. If you thrive in a fast-paced environment, enjoy problem-solving, and love being part of a collaborative team, we'd love to hear from you!

Main Responsibilities

Respond to general telephone queries from customers and other stakeholders Oversee the company's email mailboxes to address all correspondence promptly Manage quotations and bookings, including entering, following up, confirming and liaising with the Finance Team for invoicing purposes Provide timely quotations and pricing for day hires and tours and update relevant portals Coordinate with drivers, prepare work tickets and ensure all details (hotels, parking, maps etc) are complete Perform driving licence, digital tachograph cards and CPC card checks as required Maintain the tour schedule, arrange bookings (ferries, parking, driver accommodation etc), upload documents and ensure European tours include all legal requirements and necessary paperwork Assist with checking tour itineraries comply with driver's legal working and driving hours, liaising with clients to make necessary amendments Monitor and update school transport and service routes in Coach Manager, keeping timetables and contracts current Log and process lost property Send out driver details for all tours and rail work and any private hires taking place outside of open office hours Log and address complaints, provide feedback to clients or escalate to the Operations Manager Communicate with customers and other departments and provide support to customers in person, via phone and email Preparing reports, spreadsheets, briefing notes, and correspondence materials Post regularly on the company's internal communication platform (Blink) with need-to-know information, recognition posts etc Support project management tasks Attend and contribute to company meetings Identify operational challenges and collaborate with management and other departments to overcome them Other general administrative duties in support of the Operations Team

General Responsibilities

Assist with handling any emergency which may arise, including following procedures in the event of fire Carry out duties safely and in accordance with all company policies & procedures and to comply with Company Health & Safety Policy and Risk Assessments To generally promote the company and uphold the company's reputation, enhancing the company's image through appearance and behaviour To perform any other duties as may be required by the Operations Manager or Directors within the context of the post

Health & Safety Responsibilities

Be aware of, and comply with, all Company Health & Safety policies and procedures Set an example by carrying out duties in a safe manner without putting oneself or others at risk

Essential Requirements

Previous administration experience Previous customer service experience Experience with tasks such as data entry Proficiency in Microsoft Office applications, including Word, Excel and Outlook Excellent communication skills GCSE's (or equivalent) in English and Maths

Ideal requirements

Certification in office administration

Personal Skills & Attributes

A highly organised individual with a proactive and positive attitude to work Able to prioritise key tasks with excellent time management skills Ability to work independently and unsupervised at times A willingness to learn and work flexibly to the needs to the operations environment An enthusiastic, conscientious and hardworking team player Excellent verbal and written communication skills Able to remain calm under pressure

Hours of work

40 hours per week, on a Monday to Friday pattern as the norm
Job Types: Full-time, Temporary

Pay: 26,500.00 per year

Language:

English (preferred)
Work Location: In person