Waste Recycling Site – Oxford, UK
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.
Key responsibilities
General Administration
- 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.
Incoming & Outgoing Material Administration
- 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.
Compliance Administration
- 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.
Essential requirements
- 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 within a busy recycling-site environment.
Desirable experience
- Previous experience as an Administrator, Site Administrator, Operations Administrator or similar role.
- Experience with waste transfer documentation or environmental compliance administration.
- Experience working within recycling, waste management, logistics, transport, manufacturing or another operational environment.
- Experience maintaining delivery, collection or material movement records.
- Experience working closely with yard, warehouse or transport teams.
- Bilingual in English and Mandarin would be advantageous, with the ability to communicate clearly in both languages.
About the role
This role would suit someone who is comfortable combining office-based administration with close coordination of day-to-day site activity.
A typical day may involve checking incoming loads, confirming outgoing collections, completing paperwork with the yard team, updating material movement records, following up missing documents, responding to emails and maintaining compliance records.
The successful candidate must therefore be organised, dependable, accurate and comfortable taking responsibility for ensuring every material movement is properly documented and recorded.
