Operations Coordinator - Scaffolding

Operations Coordinator – Scaffolding

Scaffold Management Ltd is part of a family-run group of construction businesses alongside RML Roofing Contractor and 4 Construction Management. We deliver industrial and commercial scaffolding across roofing, facade retention, petrochemical and high street sectors, with over 100 years of combined scaffolding experience in the team.

Location: Office based – Liverpool

Hours: Full Time; Monday to Friday

Salary: Competitive, dependent on experience

Purpose Of The Role

This is the operational hub of the scaffolding business. You will own the administration and coordination of every job from first enquiry through to invoice – quoting, subcontractors, RAMS and permits, planning the programme with the supervisor, allocating gangs, tracking hire and keeping job costs accurate for accounts.

It is a broad, fast-moving role with real ownership. The plan changes daily and you will be the person holding it together, talking to site teams, councils, subcontractors, suppliers and clients throughout the day.

Key Responsibilities

Jobs and Quoting:

• Log all new enquiries and pre-won works on SwiftCase with full descriptions and images – internal work from RML plus external clients.
• Split each job in line with our current forecasting method so works can be invoiced and forecast correctly (65 / 35 split, as accounts require).
• Draw up quotations and agree pricing internally with RML, 4CM and Scaffold Management.
• Convert accepted quotes to live job status so accounts have visibility before works start.

Subcontractors:

• Source and manage subcontractors where we cannot self-deliver, whether for distance or viability.
• Log enquiry stages on SwiftCase and the Monday subcontractor board, obtain compliance documentation, issue purchase orders, send RAMS to RML and track through to invoice approval.
• Maintain the subcontractor board so accounts have live visibility for invoicing – there are currently five subcontractors live, so this is a significant part of the role.

Health, Safety and Compliance:

• Produce RAMS for all jobs, issue to clients and upload to Monday before works commence – full training given on our system.
• Apply for scaffold permits with the relevant councils, typically on ten working days’ notice, plus emergency applications where needed, and monitor expiry dates throughout the works.
• Support wider compliance documentation as the role develops.

Planning and Site Coordination:

• Plan the programme two to three weeks ahead with the supervisor – reviewed daily as jobs move.
• Daily catch-up call with the supervisor and a group planning call each Friday to confirm requirements, with the director signing off weekly.
• Allocate jobs to operatives on SwiftCase, agreeing gang size, duration and access requirements.
• Distribute job details, addresses and images to the operative WhatsApp groups.
• Arrange accommodation and manage operative Pleo cards for away jobs, and handle parking charges.
• Send handover photographs to the client or internal contact on completion.

Hire and Procurement:

• Request quotes and raise purchase orders for hired access equipment, largely repeat machines and alloy towers.
• Track all hire on the Scaffold Weekly Planning spreadsheet and off hire promptly when jobs complete.

Costs, Invoicing and Reporting:

• Carry out the weekly extra-hire review – confirm status with clients, notify accounts to raise invoices and maintain SwiftCase statuses and invoicing figures.
• Track and update forecast labour, plant and hire costs weekly on SwiftCase, recording client purchase orders and off hires as works progress.
• Attend the weekly cashflow meeting with accounts and review incoming invoices in Dext against SwiftCase to keep job costs accurate.
• Maintain the monthly forecast and margin spreadsheet for accounts, which feeds a job-level profit and loss.
• Confirm weekly operative timesheets and add hours to the wage’s tracker and SwiftCase by Tuesday afternoon.
• Oversee company systems and processes, making sure SwiftCase and Monday are used correctly and consistently.

Person Specification

Essential:

• A strong personality – confident holding your own in a busy construction environment and clear about what sits with you and what does not.
• Confident dealing with site teams, councils, subcontractors and suppliers, and not afraid to pick up the phone.
• Highly organised, with the ability to hold a moving plan together when priorities change daily.
• Comfortable working across multiple systems and keeping records accurate and up to date.
• Strong written English for RAMS, quotations, permits and client correspondence.

Desirable:

• Construction or scaffolding experience – a significant advantage.
• Experience of raising purchase orders, tracking equipment hire or supporting a cashflow or forecasting process.
• Experience of preparing or managing compliance documentation.

What We Offer:

• A varied role with real ownership of how the operation runs.
• A small, direct team with fast decisions and no unnecessary layers.
• Support from an established group with over 100 years of combined scaffolding experience.
• CHAS accredited, Scaffold Association member and part of the North West Construction Safety Group.