Operations Assistant

Job Description

Operations Assistant (£27k, full-time)

Budgeting & Finance

• Process project invoices and record expenses.
• Manage supplier invoices and queries.
• Reconcile financial information between Xero and project management platforms.
• Process bank transactions and BACS runs from Xero.

Project Co-ordination

• Build, promote, and proactively maintain project management platforms.
• Monitor workload allocation across the organisation using existing project delivery software.
• Liaise with production teams daily to ensure schedules are accurate.
• Assist teams in forecasting resourcing needs for projects.

Operations

• Identify automation/API opportunities across platforms.
• Assist the leadership team with internal comms relating to new systems and processes.
• Handle incoming business enquiries via phone and email.
• Organise office upkeep and hosting visitors on site.
• Support production teams with administrative requests.
• Work with the Head of Operations to administrate staff onboarding and offboarding.
• Record staff time off: sickness, annual leave, time in lieu etc.

Person Specification

Essential:

• Minimum 3 years’ experience in an operations/administrative role
• Significant experience using project or resource management tools
• Ability to accurately process financial information using Xero or similar software
• Excellent attention to detail
• Excellent communication and interpersonal skills
• Strong problem-solving skills
• Ability to handle multiple tasks and prioritise effectively
• Ability to maintain confidentiality and handle sensitive information with discretion
• Great analytical skills, with the ability to interpret data and make recommendations

Desirable:

• Experience using Productive.io 
• Understanding of automation and API integration opportunities
• Previous experience in a similar administrative or operations role

Closing date: Friday 20th October

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