Interim Operations Analyst partnering with Senior Operations Lead for data - driven governance and analysis. Focused on operational improvement with major businesses in Stockholm region.
About the role
- Operations Assistant at Pole Star Group supporting the Inspections team with administrative and project coordination. Ideal for a detail-oriented and proactive individual with growth opportunities.
Responsibilities
- Support the Operations Co-Ordinator with general coordination and day-to-day administrative tasks.
- Help schedule and organise training courses and maintain team competency records.
- Assist with procurement, resourcing, and logistics for inspection projects.
- Keep project information up to date in company systems (Asana, Notion, or similar).
- Raise and process quotes, invoices, and purchase orders in Xero.
- Assist with applications for payment (IPAs) and related documentation.
- Support the tender process by helping gather and prepare submission materials (experience with Bravo/Ariba a bonus).
- Maintain accurate financial and project records.
- Help coordinate project timelines, updates, and reporting.
- Support communication between clients, suppliers, and internal teams.
- Prepare reports and summaries to keep projects and stakeholders aligned.
Requirements
- Exceptionally organised, methodical, and detail-oriented.
- Logical thinker who enjoys working with processes and improving how things run.
- Strong multitasker with good time management.
- Confident communicator, able to work well with people at all levels.
- Self-motivated with a willingness to learn and take on new responsibilities.
- Competent in Microsoft 365, Xero, and general digital tools (training provided).
- Previous experience in an administrative, operations, or project support role (not essential).
- Exposure to finance or commercial administration, including invoicing and procurement (not essential).
- Familiarity with project management tools (scoro/productive) or tendering platforms (Bravo/Ariba) (not essential).
- Experience working in a remote environment (not essential).
Benefits
- 25 Days Holiday (plus Christmas shutdown)
- Benefits Package and Pension
- Hybrid Working (we are currently remote first moving to hybrid working - London Based)
- Flexible working hours
- Home Office Equipment (Desk, Chair, Laptop, Mobile devices (As required))
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