Operations Manager in Dunfermline

Salary: £38k - £40k per annum

Company Car: Company car provided or car allowance.

Hours of Work: Preferably 45 hours per week (Monday to Friday) with a 30-minute unpaid break per day.

Working Hours: Between 5:00 pm to 3am (flexibility will be required to meet the requirements of the role).

Role reports into Key Account Manager and will cover Scotland to include: Glasgow, Dumbarton, Overtown, Scotstoun, Aberdeen and Central Belt (Subject to change).

To oversee, co-ordinate and support the site management of the operations at the various sites / garages he/she is responsible for. To provide assistance to the Key Accounts Manager. Duties include managing people's performance, customer service, procurement, budget management, managing quality and resolving day-to-day operational issues to ensure the clients' satisfaction. You will be required to travel to various sites.

• Managing People's Performance:
  • Ensure Quality Audits are conducted as per contractual agreement.
  • Monitor and manage targets set for the Site Management.
  • Ensure training and induction is conducted for all staff.
  • Ensure employees' wage sheets are accurate and completed on time and submitted to the Transport team every Monday by midday.
  • Motivate staff where necessary/possible.
  • Attend to disciplinary and grievance issues as per the company procedures.
  • Ensure Health and Safety regulations are adhered to at all times.
  • Ensure all accidents/incidents are reported as per company policy and procedure.
  • Provide regular feedback to management.
• Manage Resources (People, Equipment, Materials, Stock, Uniforms, Vehicles etc.):
  • Ensure sites have adequate stock levels.
  • Ensure monthly material orders are correct and completed on time.
  • Conduct on-site periodic stock audits.
  • Ensure stock orders are within budgets.
  • Ensure wages are within weekly budgets.
  • Ensure sites are adequately staffed within budget.
  • Ensure contingency plans are in place to ensure staffing levels are accurate and are within budget.
  • Provide regular feedback to management.
• Administration:
  • Handle all administration commensurate with role e.g. starter forms, disciplinary hearings, grievances, salary queries, client reports, quality reports, etc.
  • Ensure CAR/TASK is being completed correctly for both Daily Reporting and Periodic cleans.
  • Monitor cleans completed as per contract specification and resolve any shortfalls in either standard or quantity.
  • Ensure all correspondence is dealt with appropriately and within a reasonable time period.
  • Ensure all queries are forwarded to the relevant parties and resolved.
  • Ensure all client and quality reports are submitted in good time and are of a good standard.
• Customer Service (Managing Client Relations):
  • Maintain regular contact with client(s) and ensure good relations are upheld.
  • Regularly update client(s) and keep them informed of sites' progress.
  • Correspondence concerning contracts, queries, complaints etc.
  • Use all forms of communication.
  • Hold formal minute meetings at least once per month.
  • Aim to exceed customers' expectations.
  • Ensure that customers' queries are dealt with as a priority.
  • All correspondence should make use of good grammatical English.
  • Ensure that new starter forms are 100% correct.
  • Ensure that RTW work documents are correct and originals have been seen.
  • New start forms and associated documents are forwarded to HR office on the same day for processing.
  • No one can start without a pin number.
• Manage Quality:
  • Ensure sites are aware of their quality specification.
  • Ensure quality specification is met.
  • Ensure poor performance is met by retraining and/or disciplinary action.
• Training:
  • Identify training needs of staff.
  • Arrange for training/retraining.
  • Ensure training is delivered where possible/necessary.
  • Evaluate all training.
  • Identify problem areas and introduce corrective action.
• Health and Safety:
  • Ensure ALL accidents and near misses are reported as per company policy.
  • Ensure PPE is worn at all times, ordering new when required.
  • Ensure fire drills and evacuation drills are conducted regularly with reference to the clients' procedures.
  • Ensure all exit routes are kept clear and are accessible.
  • Ensure Health and Safety training is conducted for all staff.
  • Ensure RAs are up to date and site specific and sign off sheet has been signed by all employees.
  • Delivery SSOW refresher training and Safety Briefs as per company policy.
  • Ensure all assets on site are PAT tested and in a safe working order.
  • Report any defected assets for repair immediately and quarantine until made good.
  • Company directive states that ALL accidents and near misses MUST be reported.
  • Regular Health and Safety audits and checks must be conducted and documented, with action plans for corrections clearly defined.
• Transport Compliance Check:
  • Ensure Site Manager is completing the compliance checklist regularly and rectifying any discrepancies.

Core Competencies

• Knowledge: Cleaning Operations, Health and Safety, Employment Legislation, Basic Financial Control, Administrative Procedures, HR knowledge
• Skills: Managing performance, Communication skills, Time management, Budget management, Multi-tasking
• Attitude: Honest, Pro-Active, Efficient, Customer Focused

Education, Qualifications and Experience: At least two years of cleaning industry experience or management experience. Experience of managing staff and budgets is essential. Excellent communication skills in English are essential. Clean driving licence.