Job Information
Upstone Materials Office Support Coordinator in Chelmsford, United States
Office Support Coordinator
Apply now »
Date:3 Jul 2024
Location: Chelmsford, GB, CM2 5AE
Company: Colas
Make your mark with Colas Rail UK
At Colas Rail, differences matter. Join a team where being your authentic self is respected, encouraged, and vital to our success. At Colas Rail you'll be at home. You'll be welcomed into an inclusive team where there's a role for every talent - and a close-knit, familial culture. You will also get the opportunity to help us transform transportation, set new standards, and dare to be different.
This is true because...
We value everyone as part of the same team.
We treat everyone as equals - and everyone is approachable, from the CEO down.
We put you in control of your career to lead and grow in any way you want.
We have a culture of care, from safe working environments to diversity and inclusion.
We're renowned for innovation, adopting new ideas, and daring to be different.
We are building a more sustainable future and our projects impact infrastructure for generations.
About Us
Step into the world of Colas Rail, where a century of expertise merges with a daring spirit to shape the future of rail infrastructure.
At Colas Rail, we deliver transport solutions for sustainable mobility. We are a leading rail infrastructure business with on track plant and freight capabilities. As a subsidiary of the Colas Group, we are part of over a hundred years' experience in delivering major innovations across our sector. Every day, thousands of trains run on tracks built, designed, or maintained by Colas Rail.
Leading by our values
Our Care, Share and Dare values are at the heart of everything we do. These values feed into our main strategies and accompany us daily in realising our ambitions.
We care for our employees' well-being and safety, fostering a culture of inclusivity and support.
We share a passion for excellence, celebrating achievements and nurturing talent.
We dare to push boundaries, embracing challenges and driving innovation in every endeavour.
Even if you don't meet every requirement, please don't rule yourself out, we still encourage you to apply if your skills, values, and experience align to the role.
Purpose of the role
To provide a document control service to the Enhancements Team, maintaining effective control of all programme/project documentation, consistent with national standards and processes. To administer non-specialist project information systems. To provide a comprehensive sourcing service for RRV, Small Plant and Welfare that delivers optimal Alliance wide commercial arrangements and delivers best value for the Track Renewal and Enhancement programme. The role must proactively develop relationships with suppliers and delivery teams to ensure the Alliance needs are supported. To ensure that the Operations Team is provided with the correct plant requirements and is therefore able to deliver the agreed workbank in a cost effective, safe and reliable manner. To ensure the highest skilled operatives are applied to the most critical jobs, minimise the overall cost of RRV supply and plant supply. Ensure that the best machines are applied to jobs based on robust reliability information. To ensure machines are booked accurately as per the delivery teams requirements. To support the Delivery team, and provide an efficient and effective general administrative and secretarial support service
Key Responsibilities
Establish and maintain document control processes and storage soft and hard copy media for all Alliance design and construction products.
Monitor so that the Alliance programme and project teams comply with document control processes and procedures.
Control information flows with external suppliers in accordance with document control requirements.
Undertake general office administration duties including control of all mail, co-ordinating diaries, processing and maintaining personnel records including vulnerable assets such as mobile telephones; make necessary returns. Arrange travel, hotels and vehicles, and order and control Personal Protective Equipment (PPE) for the team.
Organise meetings and the production, collation and dissemination of documentation for and resulting from them. Take minutes when required and follow up actions from the meeting.
Provide a consistent telephone presence on behalf of the team delivering excellent customer service levels. Provide communications to the team, including sending messages as required.
Maintain an efficient filing system paying particular attention to records of standing meetings, statutory records and authorisations.
Utilise financial and procurement systems and act as Local Purchasing Agent (where directed) by ordering stationery and other office consumables as required.
Report team problems e.g. IT and office facilities and monitor response.
Undertake administrative tasks as directed including technical literature searches for the team.
Undertake the role in a way that is consistent with, and reinforces, Network Rail’s values.
To develop, maintain and manage positive collaborative relations with delivery teams and plant suppliers.
To follow and discharge the RRV supplier strategy and therefore provide best value of procured materials and services for the Alliance.
To work closely with the delivery teams to collate and request accurately and diligently the RRV, Small Plant and Welfare requirements of the business.
To manage the effective sourcing of goods or services to achieve Alliance priorities, efficiency targets, compliance with Alliance procedures, governance, legal (including EU Directives) and regulatory requirements.
Person Specification
Essential
Advanced use of Microsoft Office.
Relevant successful experience of document control processes and techniques.
Desirable
Knowledge of the railway industry.
What we offer
Competitive Salary
34 days annual leave (inclusive of public holidays)
Industry leading Life Assurance
Healthcare Cash Plan
Wellbeing Employee Assistant Programme
Pension Scheme
Eye Care Vouchers
Long Service Award
Season Ticket Loan
Occupational Health Service
We are committed to fostering an inclusive and diverse workplace. We believe that diversity drives innovation and creativity, and we actively seek to create an environment whete everyone feels valued and respected. Regardless of background, disability, age, race, religion, or gender, everyone is welcome at Colas Rail.
We strive to promote equity and eliminate discrimination, actively seeking to create a workforce reflective of communities we serve. We welcome applicants from all backgrounds, offering flexible and inclusive adjustments to the interview process.
We are proudly part of the Disability Confidence Scheme, and as such we operate a Guaranteed Interview Scheme if you meet the minimum requirements.
Join us in making a positive impact! Apply and be part of a team that values diversity and embraces unique perspectives.