The Graduate Project
Operations Coordinator
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Operations Coordinator
About the Role
We are looking for a highly organised Operations Coordinator to support the smooth running of our operational and administrative activities. This role is central to ensuring the efficient coordination of logistics, stock management, fulfilment activities and office operations, while working closely with colleagues across the organisation and external suppliers.
The successful candidate will be proactive, detail-oriented and able to manage multiple priorities in a fast-paced environment.
Key Responsibilities
Operational Coordination
- Coordinate the daily operational workload, ensuring activities are completed accurately and within agreed timescales.
- Prepare, quality check and dispatch specialist medical and operational packs in line with internal procedures.
- Receive and process returned materials, ensuring all items are logged, checked and handled correctly.
- Coordinate the distribution and return of event equipment and promotional resources for external activities.
- Arrange domestic and international shipments using approved courier providers.
- Manage incoming and outgoing post, deliveries and collections across the organisation.
Logistics & Stock Management
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- Monitor stock levels and ensure essential materials are replenished in a timely manner.
- Maintain accurate inventory records and support regular stock audits throughout the year.
- Liaise with suppliers and fulfilment partners to ensure goods and materials are delivered efficiently.
- Assist with purchasing office and operational supplies where required.
Administration & Process Improvement
- Maintain accurate operational records and update internal databases.
- Produce regular reports relating to workload, stock usage and operational performance.
- Support the management of shared team inboxes, ensuring enquiries are responded to promptly.
- Identify opportunities to improve processes, increase efficiency and enhance service delivery.
- Contribute to the development and implementation of new operational procedures.
Collaboration
- Work closely with colleagues across multiple departments to ensure operational priorities are delivered.
- Support cross-functional projects and organisational initiatives as required.
- Build positive relationships with external suppliers, courier companies and service providers.
General Responsibilities
- Provide operational support during busy periods and organisational events.
- Participate in team meetings, training sessions and continuous development activities.
- Ensure all work is carried out in accordance with organisational policies, including data protection, confidentiality and health and safety requirements.
- Undertake any other duties appropriate to the level of the role.
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Person Specification
- Previous experience within an operations, administration, logistics or office support role.
- Excellent organisational skills with the ability to manage competing priorities effectively.
- Strong attention to detail and a commitment to maintaining high levels of accuracy.
- Experience coordinating deliveries, shipments or fulfilment activities.
- Confident using Microsoft Office applications, including Outlook, Excel, Word and Teams.
- Strong written and verbal communication skills with the ability to work effectively with internal and external stakeholders.
- Ability to work independently, use initiative and solve problems proactively.
- Comfortable working in a busy environment where priorities can change.
- A collaborative approach with a willingness to support colleagues across different teams.
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