Administrative

Operations Manager / Business Administrator MAK GAS LTD Location: Harrow, North West London Job Type: Permanent / Full-time Working Location: Office-based initially, with hybrid working available once fully trained About MAK GAS LTD MAK GAS LTD is an established and growing building services company operating throughout London and Greater London. We provide a wide range of services across commercial and domestic properties, including gas, plumbing, heating, HVAC, air conditioning, refrigeration, electrical, drainage, ventilation, water hygiene, PPM and commercial kitchen services. As the business continues to grow, we are looking for a highly organised and proactive Operations Manager / Business Administrator to take responsibility for the day-to-day administration and operational coordination of the company. This is a varied role covering operations, administration, fleet management, health & safety, HR support, compliance, finance administration, CRM management and business systems. You will work closely with the Managing Director, engineers, subcontractors, clients, suppliers, accountants and our external HR and Health & Safety consultants. Key Responsibilities Day-to-Day Operations & Administration

• Assist with the day-to-day running of the business.
• Answer incoming telephone calls and client enquiries.
• Manage emails and client correspondence.
• Schedule and coordinate engineers and subcontractors.
• Book appointments and organise site visits.
• Monitor ongoing jobs and ensure outstanding actions are followed up.
• Ensure engineers submit job reports, photographs and required documentation.
• Maintain organised client and site records.
• Create individual electronic site folders for clients.
• Prepare client handover/documentation packs.
• Liaise with clients, suppliers, subcontractors and engineers.
• Support the Managing Director with operational and administrative requirements. CRM & Business Systems
• Manage and maintain our CRM system.
• Assist with the migration of company information from WorkEver to our new CRM system.
• Transfer customer, site, asset, job and historical information accurately.
• Create standard job templates, forms, checklists and workflows.
• Maintain accurate customer and site information.
• Ensure documentation is uploaded and correctly filed.
• Help develop systems that make the business more efficient. Standard Operating Procedures (SOPs)
• Work with the Managing Director to create a complete company-wide SOP system.
• Document how recurring business processes should be completed.
• Create procedures covering administration, engineers, vehicles, stock, invoicing, H&S, HR, customer service, purchasing and compliance.
• Continuously improve procedures as the company grows.
• Ensure employees understand and follow company processes. Fleet & Vehicle Management
• Manage the company's vehicle records.
• Complete a detailed monthly inspection of every company vehicle.
• Check tyres, tread depths, pressures, lights, bodywork, damage, cleanliness and general vehicle condition.
• Photograph and document any vehicle damage.
• Maintain MOT, servicing, tax and insurance records.
• Arrange servicing, repairs, tyres and MOTs.
• Maintain vehicle inspection records.
• Carry out driver licence/DVLA checks where required.
• Obtain and compare vehicle insurance quotations at renewal.
• Assist with insurance claims when necessary. Van Stock, Tools & Equipment
• Carry out a monthly inventory of each company van.
• Record tools, equipment, materials, PPE and stock allocated to each vehicle.
• Identify missing or damaged tools.
• Maintain a company tool and asset register.
• Record serial numbers for high-value equipment where appropriate.
• Arrange replacement or repair of damaged equipment.
• Maintain agreed minimum van stock levels.
• Help reduce lost tools, unnecessary purchases and stock shortages. Purchasing & Stock Control
• Order materials, equipment, PPE and office supplies.
• Obtain supplier quotations where appropriate.
• Compare supplier pricing.
• Maintain purchase records.
• Check deliveries against orders.
• Monitor stock levels.
• Help develop preferred supplier arrangements.
• Follow up credits and returns. Finance Administration
• Prepare and send customer invoices.
• Check whether payments have been received.
• Send payment reminders.
• Chase overdue invoices professionally.
• Maintain an aged-debt / outstanding payment list.
• Liaise with customers regarding invoice queries.
• Collect receipts from staff and company vehicles.
• Upload receipts and supplier documentation to Hubdoc.
• Ensure receipts are correctly recorded and organised.
• Liaise with our accountant/bookkeeper when required.
• Assist with purchase orders and supplier invoices. Health & Safety
• Coordinate company Health & Safety administration with HS Direct, our external Health & Safety consultants.
• Prepare and maintain Risk Assessments and Method Statements (RAMS).
• Ensure RAMS are issued before relevant works commence.
• Maintain Health & Safety policies and documentation.
• Arrange employee H&S training.
• Maintain a training matrix showing qualifications and expiry dates.
• Arrange toolbox talks and required refresher training.
• Maintain accident, incident and near-miss records.
• Ensure corrective actions are followed up.
• Assist with annual H&S policy reviews.
• Liaise with HS Direct where professional advice is required. HR & Staff Administration
• Work alongside our external HR consultants at HS Direct.
• Maintain employee personnel records.
• Assist with employment contracts and amendments.
• Coordinate new starter onboarding.
• Carry out right-to-work and required employment checks.
• Coordinate DBS checks where required.
• Maintain holiday and absence records.
• Maintain employee qualification and training records.
• Monitor expiry dates for qualifications and certificates.
• Assist with staff reviews and performance documentation.
• Manage employee offboarding and return of company property.
• Help ensure company HR policies remain current. Subcontractor Management
• Maintain an approved subcontractor database.
• Collect and check subcontractor insurance, qualifications and certificates.
• Monitor expiry dates.
• Ensure subcontractors receive relevant job information and RAMS.
• Maintain subcontractor documentation and records.
• Assist with allocating and coordinating subcontractor work. Compliance & Accreditations
• Maintain a central compliance calendar.
• Monitor renewal dates for company accreditations, insurance, licences and memberships.
• Coordinate renewals before expiry.
• Maintain company certificates and supporting documentation.
• Assist with client pre-qualification questionnaires and compliance requests.
• Keep documentation readily available for tenders and commercial clients. Insurance & Business Costs
• Review vehicle, public liability, employers' liability and other relevant insurance policies before renewal.
• Obtain alternative quotations and identify opportunities to reduce costs while maintaining appropriate cover.
• Maintain policy documents and renewal dates.
• Review recurring business subscriptions and supplier costs where requested. What We're Looking For We are looking for someone who is extremely organised, proactive and comfortable taking ownership. You should be the type of person who notices that something needs doing and deals with it rather than waiting to be repeatedly instructed. The successful candidate should have:
• Strong administration and organisational skills.
• Previous experience in operations, office management or business administration.
• Excellent written and verbal communication.
• Good Microsoft Office / Google Workspace skills.
• Confidence using CRM and cloud-based systems.
• Strong attention to detail.
• Ability to manage several priorities simultaneously.
• Confidence dealing with customers, engineers, suppliers and subcontractors.
• Ability to create and maintain organised systems and procedures.
• A professional telephone and email manner.
• Full UK driving licence. Experience within construction, facilities management, mechanical services, HVAC, plumbing, gas or building services would be highly advantageous. Experience with Health & Safety, RAMS, fleet management, HR administration, Hubdoc or field-service CRM software would also be beneficial. Working Arrangements The role will initially be based from our operating office in Harrow. During the initial training period, regular attendance at the office will be required so the successful candidate can fully understand our systems, customers, engineers and business processes. Once fully trained and able to manage their responsibilities independently, working from home may be available when office or site attendance is not required. This is not intended to be a purely remote position. The successful candidate must be able to attend the Harrow office, inspect company vehicles and attend sites when necessary. What Success Looks Like Within this role, we want to see:
• A well-organised office and CRM.
• Jobs properly scheduled and followed through.
• Customer enquiries dealt with promptly.
• Invoices issued and outstanding payments actively managed.
• Company vehicles inspected every month.
• Accurate van stock and tool inventories.
• Receipts uploaded and accounted for.
• H&S documentation kept current.
• Employee and subcontractor compliance records maintained.
• Renewals completed before expiry.
• Clear SOPs established throughout the company.
• Fewer operational issues requiring Managing Director involvement.
• Continuous improvements to the way the business operates. Why Join MAK GAS LTD? This is an opportunity to become a key part of a growing building-services company rather than simply filling an administrative position. The successful candidate will have genuine responsibility and the opportunity to help develop the systems, processes and structure required for the next stage of MAK GAS LTD's growth. To apply: Submit your CV through Indeed together with a short explanation of your relevant experience and why you believe you would be suitable for the position. MAK GAS LTD – Harrow, North West London