Operations Coordinator - Monitoring

We are looking for an Operations Coordinator to provide day-to-day operational and administrative support to the Monitoring Manager and the wider monitoring team. This is a hands-on coordination role that keeps the monitoring division running smoothly. From job booking and scheduling through to invoicing, debt management, and project administration.

The successful candidate will be highly organised, comfortable juggling multiple priorities, and confident liaising with survey managers, site teams, suppliers, and clients alike. A practical understanding of technical equipment — including IoT monitoring devices — and the ability to interpret technical specifications and engineering drawings will be important.

Key Responsibilities

Scheduling & Resource Coordination

• Scheduling — Coordinate engineer availability, equipment, and project timelines to ensure efficient deployment of monitoring resources.
• Job booking — Book jobs into the scheduling system, confirming scope, dates, and resource requirements with clients and internal teams.
• Liaison with survey managers — Act as the key point of contact between the monitoring team and regional survey managers, ensuring clear communication on job requirements, timelines, and deliverables.
• Site access — Arrange site access permits, inductions, and security clearances for monitoring engineers, ensuring all requirements are met before mobilisation.
• Training and qualifications — Arrange training courses and qualification renewal of team members, as required.

Equipment, Compliance & Technical

• Health and safety / asset management — Support compliance with H&S requirements, ensuring risk assessments are current and equipment records are properly maintained. Ensure equipment tracker is kept up to date.
• Calibration and certifications — Track calibration schedules and certification expiry dates for monitoring instruments, arranging recalibration and renewals as needed.
• Stock management — Manage monitoring equipment stock levels, coordinate procurement of consumables, and maintain an accurate asset register.
• Supplier management and equipment ordering — Deal with suppliers, source and order technical monitoring equipment, and manage purchase orders through to delivery.
• Technical specifications and drawings — Work comfortably with technical specifications and engineering drawings, ensuring the correct equipment and configurations are deployed to site.
• IoT device troubleshooting — Provide basic-level troubleshooting and fault resolution for IoT monitoring devices, including solar power systems, batteries, connectivity issues, and access to data portals.

Project Administration

• Project management support — Provide administrative support across live monitoring projects, maintaining trackers, updating project records, and flagging risks or delays to the Monitoring Manager.
• Project administration — Manage end-of-project administration, including final invoicing, document archiving, client sign-off, and internal close-out procedures.

Commercial & Financial

• Invoicing — Raise and process proforma and regular invoices accurately and on time, ensuring alignment with project milestones and contractual terms.
• Debt management — Monitor outstanding debts, chase overdue payments, and escalate where necessary to maintain healthy cash collection.
• Pricing support — Assist with the preparation of quotes and pricing schedules, liaising with the Monitoring Manager to ensure accuracy and competitiveness.