Operations Assistant

Ecogen; United Kingdom; Hybrid; GBP 28,000 - 33,000; Full time

Job summary

A renewable energy company in the UK seeks an Operations Assistant to support day-to-day operations. This role requires strong organisational skills, attention to detail, and compliance knowledge, working in a hybrid environment with flexibility in hours. Responsibilities include managing logistics, office administration, and inventory control. Candidates should have previous operations experience and proficiency in Google Workspace, with a passion for renewable energy. This position offers competitive pay, 28 days holiday, and a supportive team environment.

Benefits

28 days holiday (including bank holidays)

Flexible working hours

5% employer pension contribution

Dedicated training & development budget

Company laptop and digital tools

Qualifications

• Previous experience in operations, office management, or business administration.
• Strong organisational and time management skills.
• Excellent attention to detail and record-keeping ability.
• Strong communication skills for dealing with suppliers, staff, and external partners.
• Experience in the renewable energy, construction, or engineering industries.

Responsibilities

• Arrange and manage travel, transport, and accommodation for site teams.
• Maintain a central schedule of staff movements, flights, and vehicle allocations.
• Manage office supplies and IT equipment inventories.
• Track and manage supplier invoices to ensure timely payment.
• Keep training and certification records up to date for all staff.

Skills

Organisational skills

Time management

Communication

Problem-solving

Attention to detail

Proficiency with Google Workspace

Tools

Google Workspace

Xero

QuickBooks

Job description

Flexible working hours (core hours 10am – 4pm)

£28-33k (dependent on experience)

Location: Hybrid (minimum 3 days in Bristol – Wilder Street office)

Ecogen Energy is a UK-based renewable energy company specialising in solar PV systems for commercial and utility-scale projects, as well as battery storage, solar carports, and operations & maintenance (O&M) services. We work with businesses, community energy groups, and strategic partners to deliver high-quality, sustainable energy solutions across the UK and Channel Islands.

The Operations Assistant will ensure the smooth running of the company’s day-to-day operations, providing essential support to the leadership and site teams. This role is central to maintaining business efficiency – covering team logistics, supplier coordination, office management, inventory and stock management, bookkeeping, and compliance record-keeping.

This role is ideal for someone who thrives in a dynamic, fast-paced environment and enjoys organising, problem-solving, and supporting a team that is delivering meaningful renewable energy projects. Based in Bristol, with occasional site visits, you’ll be a key member of our operations support team.

Key responsibilities

Team Logistics & Scheduling

• Arrange and manage travel, transport, and accommodation for site teams, including UK mainland and Channel Islands projects.
• Maintain a central schedule of staff movements, flights, ferry bookings, and vehicle and e-bike allocations.
• Coordinate onboarding for new site staff, ensuring workwear, PPE, equipment/tools, and induction materials are ready and mandatory training is completed.

Office & Operational Administration

• Manage office supplies, consumables, and IT equipment inventories.
• Ensure all business insurance, licences, and accreditations are current and renewed on time.
• Maintain and update operational records, including asset registers, fleet documentation, and equipment servicing logs.
• Liaise with external service providers for office, fleet, and equipment maintenance.

Inventory Management

• Maintain accurate records of PPE, tools, equipment, and consumable stock levels.
• Manage stock movement between warehouse, office, and site teams – issuing, tracking, and recording items to ensure accountability.
• Coordinate regular stock takes and reconcile against records to maintain accuracy.
• Ensure tools, lifting gear, and specialist equipment are serviced, calibrated, and certified in line with LOLER and other requirements.
• Monitor usage of high-turnover consumables (e.g., fixings, cabling accessories, PPE) and re-order in line with operational demand.
• Manage secure storage systems to minimise loss, damage, or misuse of equipment and materials.
• Liaise with suppliers to negotiate pricing, lead times, and delivery schedules for operational stock requirements.
• Maintain approved supplier and subcontractor lists, ensuring up-to-date insurance, qualifications, and contact details.
• Raise purchase orders for operational goods and services (non-project-specific).
• Track and manage supplier invoices, working with the finance team to ensure timely payment.

Compliance & Health & Safety Record-Keeping

• Keep training and certification records up to date for all staff.
• Maintain COSHH register, equipment inspection records, and LOLER certificates where applicable.
• Support the H&S Manager in preparing documentation for audits and renewals.
• Assist with processing invoices and receipts.
• Maintain accurate financial records for operational expenditure.
• Reconcile petty cash transactions.
• Support the finance team with monthly reporting and data entry into accounting systems (e.g., Xero).
• Support with monthly payroll and expense claims.
• Manage weekly per diem payments for team members who are working away.

Business Support

• Assist directors with diary management, meeting scheduling, and travel arrangements.
• Manage and triage incoming phone calls to the office number, ensuring calls are directed to the right person and messages are passed on promptly.
• Prepare basic reports, summaries, and internal communications for the team.
• Support HR processes, including maintaining personnel files and annual leave records.

Experience

Previous experience in operations, office management, or business administration.

Strong organisational and time management skills.

Proficiency with Google Workspace (Docs, Sheets, Drive) or MS Office Suite.

Excellent attention to detail and record-keeping ability.

Strong communication skills for dealing with suppliers, staff, and external partners.

Experience in the renewable energy, construction, or engineering industries.

Knowledge of stock/inventory control, warehouse processes, or supply chain management.

Familiarity with bookkeeping or accounting software (e.g., Xero, QuickBooks).

Understanding of basic health & safety compliance record-keeping.

Personal Attributes

Proactive, resourceful, and solutions-focused.

Able to work independently and manage multiple priorities.

Professional, approachable, and a good team player.

Interested in renewable energy and sustainability.

28 days holiday (including bank holidays)

Flexible working hours – we’re happy to agree a schedule that works for you and the business.

Hybrid working – split your time between home and our Bristol office, with occasional site visits to keep connected with projects.

5% employer pension contribution – supporting you in planning for a secure future.

Dedicated training & development budget – to invest in your professional growth and upskilling.

Company laptop and digital tools – ensuring you have the right equipment to do your best work.

Applying for the job

We are an Equal Opportunities employer. All applicants will be considered for employment without attention to ethnicity, religion, sexual orientation, gender identity, family or parental status, national origin, veteran, neurodiversity status, or disability status.

How to Apply

If you feel you have the necessary skills and experience to be successful in this role, and want to join a small, passionate team where your knowledge and expertise will be valued and developed, we want to hear from you!

We welcome applications from people who need flexibility in working hours.

If you have any questions, don’t hesitate in getting in touch.

Ecogen Energy has been accredited as a Living Wage employer by the Living Wage Foundation.

We believe everyone deserves a fair wage. As part of our responsible business strategy, we pay all our staff – direct employees and third-party contractors above the real Living Wage, an hourly rate set independently and updated annually. The Living Wage is calculated according to the real costs of living.