Job Description:

Operational Administration Assistant
Function: Hazardous Waste Operations
Reports to: Technical Director
The Role
We are looking for an organised and detail-focused Operational Administration Assistant to support our Hazardous Waste Operations team.
You will ensure completed jobs are accurately recorded, supported by the correct documentation and ready for invoicing. Working closely with operations, sales, finance, suppliers and third-party contractors, you will help maintain accurate records, resolve missing information and support a prompt month-end process.
This role requires strong attention to detail, confidence working with financial and compliance documentation, and the ability to follow issues through to resolution.
What You’ll Be Doing
As Operational Administration Assistant, you will:

• Review completed jobs to ensure they are ready for invoicing within seven days of completion wherever possible.
• Confirm that customer-specific, operational and financial information has been recorded accurately.
• Check that each job has the required supporting paperwork attached.
• Manage the checking and recording of Duty of Care documentation, including waste consignment notes received from suppliers and third parties.
• Chase missing paperwork and confirmation of completed work, particularly ahead of month-end.
• Identify discrepancies or incomplete information and escalate issues to the Hazardous Waste Team Leader or Finance team.
• Maintain accurate copies, records and supporting documentation in line with company procedures.
• Work with sales and operations to ensure administrative support meets the needs of the business.
• Support the development and maintenance of controls that improve the accuracy and speed of order processing and invoicing.
• Produce operational and management information reports when required.
• Support data cleansing and other activities required to improve reporting accuracy.
• Provide administrative support to the supply chain and assist with system training for new employees.
• Answer incoming telephone calls and manage daily post when required.
• Provide cover for other administration functions across the business.
• Complete other reasonable duties delegated by the Technical Director.

About You
To succeed as Operational Administration Assistant, you will have:

• Previous experience in an administration, operations or finance-support role.
• Familiarity with invoicing processes, accounts procedures or financial ledgers.
• Strong numerical skills and a high level of accuracy.
• Excellent attention to detail when checking financial, operational and compliance information.
• Good working knowledge of Microsoft Word, Excel and Outlook.
• Strong organisational and time-management skills.
• The ability to manage competing priorities and meet reporting and month-end deadlines.
• Confidence communicating with colleagues, customers, suppliers and third-party contractors.
• The ability to recognise potential operational, financial or compliance risks and escalate them appropriately.
• Experience producing management information or working within structured reporting processes.
• A proactive approach and the confidence to follow outstanding actions through to completion.
• A flexible, positive attitude and willingness to support the wider team.
• Previous experience within hazardous waste, environmental services or another regulated industry would be advantageous.

About The Company
We are Panda. We value waste.
We’re in the business of waste management but that doesn’t just mean collecting bins. Behind every collection is a passionate team of people finding smarter, safer, and more sustainable ways to recycle and repurpose materials that would otherwise go to waste.
Over the past 30 years, Panda has grown into a leading resource recovery business, bringing together almost 3,000 people across multiple brands, united by a shared vision and strong values. While our operations are diverse, our purpose is clear: to protect our people, support our customers, and create positive impact for the communities and environments we serve.
At Panda, people are at the heart of everything we do. We work as one team, combining different skills, experiences, and perspectives to achieve shared goals. We care for each other’s wellbeing, encourage development, and support growth because we know we’re stronger together.
We expect excellence in how we operate. High standards, bold thinking, and continuous improvement drive our passion for innovation. We challenge the ordinary, put safety first, and embrace new ideas while delivering practical, cost-effective solutions that move our business forward.
We own what we do. From day-to-day tasks to major projects, we take pride in our work and responsibility for the outcome. We don’t walk past problems we address them together. Our expertise, reliability, and care reflect who we are and the difference we make.
And above all, we act with trust and integrity. Trust is built through open communication, honesty, and accountability. It allows us to move quickly, make confident decisions, and deliver results — knowing our people are empowered to do the right thing.
Our journey depends on talented, committed people who want to make an impact.
Take the first step and join us on the journey.
 
Panda is committed to attracting and retaining a skilled and diverse workforce that reflects the communities in which we operate and the people we serve.
(DE&I Policy Statement)