Operations Assistant bei Pole Star EAM Limited

Job Title

Operations Assistant

Location: Central London - Hybrid - 1-2 days onsite

💰 Salary: £25,000.00 - £30,000.00

Who are we & what we do

Pole Star Group is a leading Enterprise Asset Management (EAM) solutions provider dedicated to enhancing safety, efficiency, and operational excellence across critical sectors such as Railways, Highways, and Healthcare. Our comprehensive suite of solutions, including Systems, Inspections, and Maintenance, empowers organisations to optimise asset performance and ensure the highest safety and reliability standards.

Our Values:

At Pole Star Group, we believe in a culture defined by our core values:

• People 1st 🧑‍🤝‍🧑❤️: We believe that our employees are our greatest asset. We foster a supportive and inclusive environment where everyone can thrive and contribute their best. By investing in our people, we ensure exceptional service and value for our customers.
• Customer Obsession 📈🤝: Our customers are at the heart of everything we do. We strive to exceed their expectations through innovative solutions, exceptional service, and a relentless focus on their needs and satisfaction.
• Disruptive Innovation 💡🚀: We embrace change and encourage creativity. We are not afraid to challenge the status quo and pursue bold ideas that drive progress and set us apart from the competition.
• Integrity 🛡️✅: We conduct our business with the highest levels of honesty and transparency. We are committed to ethical practices and building trust with our employees, customers, and partners.
• Excellence 🌟🎯: We aim for excellence in all our endeavours. We set high standards, continuously improve, and celebrate our successes while learning from our challenges.
• Have Fun 😄🎉: We believe that balancing hard work and fun is key to success. We foster a dynamic and enjoyable work environment where teamwork, enthusiasm, and a sense of adventure are encouraged.
• Compliance Committed🌍❤️: We care about doing things properly; for our people, our planet, and our clients. Our Integrated Management System (IMS) helps us meet high standards across quality (ISO 9001), environment (ISO 14001), health & safety (ISO 45001), and information security (ISO 27001). We all contribute to this, in big and small ways, by following processes, working safely, reducing waste, protecting information, and raising a hand when something doesn’t look right. We don’t need to be an expert - just thoughtful, responsible, and ready to support our ongoing improvement.

The Role:

The Operations Assistant supports the smooth day-to-day running of the Inspections team by providing administrative, commercial, and project coordination support. Working closely with the Operations Co-Ordinator and wider team, you’ll help keep projects organised, ensure processes run efficiently, and assist with financial and reporting tasks.

This role is ideal for someone who is highly organised, proactive, and eager to learn. You’ll gain exposure across operations, commercial, and project delivery, with the opportunity to develop into a future Operations or Project Manager role as the team grows.

Key Responsibilities:

Operational Support

• 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).

Commercial Administration

• 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.

Project Coordination

• 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.

Essentials we are looking for:

• 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).

Stuff we’d love, but isn’t essential...

• Previous experience in an administrative, operations, or project support role.
• Exposure to finance or commercial administration, including invoicing and procurement.
• Familiarity with project management tools (scoro/productive) or tendering platforms (Bravo/Ariba).
• Experience working in a remote environment.
• A level of travel will be required.

Why Join us…

This is a fantastic development opportunity for someone looking to build a career in Operations or Project Management. With exposure to multiple functions across the business, the right candidate will have clear progression opportunities as the team continues to grow. You will also…

• Be part of a dynamic team that values innovation, collaboration, and personal growth.
• Enjoy a supportive work environment with opportunities for professional development.
• Contribute to meaningful projects that enhance safety and efficiency in critical sectors.
• Participate in a culture that prioritises work-life balance and fun.
• A level of travel will be required.

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))