Operations Assistant

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.

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.

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