Operations Assistant

2 weeks ago

Portsmouth, United Kingdom Searchlight Security Limited Full time

**WHO ARE WE?**

Searchlight Cyber is proven as the world's leading provider of dark web intelligence and tools to protect society from criminals using the dark web. We are trusted by the world’s most advanced government agencies and businesses, enabling them to go further, faster, and deeper into the dark web to detect and prevent crime, and protect valuable assets around the world.

Our proprietary technology provides actionable data that was previously unobtainable; delivering insights, situational awareness and sense-making helping our customers keep ahead.

Our mission is simple - protect society from the threats contained within the dark web.

We can't shout about all of our successes, but our products have directly contributed to securing convictions for criminals of all types; protecting people and businesses around the world.

**ABOUT THE POSITION**

We are looking for a versatile and highly organised Operations Assistant to perform clerical duties and support with bookkeeping. A key player, you’ll support the Office Manager with the day to day running of the company by completing activities such as answering the phone, taking deliveries, scheduling meetings, booking staff training, coordinating business travel, supplier management and planning staff events as required. You’ll also ensure our office is a fantastic place to work; ordering office equipment and keeping everything tidy and organised.

You’ll often be the first point of contact for Searchlight, so a fantastic phone and personal manner is essential. The role will also involve a high level of discretion and professionalism, due to the sensitivity of the data that you would be handling.

Depending on your personal goals and objectives, this is a great opportunity to develop your knowledge and expertise in general operations, finance or events management; potentially moving into a specialist role in this area in the future.

With various accreditations to maintain, our Head of Infrastructure, Security and Compliance may also require administrative support from time-to-time, ensuring systems are in place and maintained in line with our processes and procedures, giving you the opportunity to learn about governance, risk and compliance (GRC) as well.

**WHAT WILL I DO?**
- Performing secretarial and administrative duties
- Liaise with internal departments, answering calls, and making travel arrangements
- Scheduling meetings and monitoring meeting room bookings
- Greeting visitors and arranging refreshments, ensuring all visitors are signed-in accordingly
- Copying, scanning, filing and taking notes (minute taking)
- Preparing facilities for scheduled events and arranging refreshments, if required. Keeping the office and meeting rooms tidy and organised at all times
- Supporting marketing with business travel for events
- Assisting with onboarding new employees
- Ordering office supplies and replacements, as well as managing mail and courier services.
- Observing best business practices and etiquette
- Maintaining supplier relationships and managing any issues
- Maintaining employee records
- Researching and coordinating staff events/team-building activities
- Supporting finance with bookkeeping
- Entering purchase invoices, purchase orders and expense claims onto accounting software
- Maintaining the internal purchase requisition/order system
- Maintaining finance mailboxes
- Assisting in implementing new office processes/procedures

**WHAT ARE WE LOOKING FOR?**
- Excellent verbal, written and numeracy skills
- Previous experience in an administrative role with some experience of financial processes
- Experience in communicating between teams and managers
- Experience in creating documents and spreadsheets, using office software such as MS Word, Excel, and PowerPoint - although we use G-Suite internally.
- Proficiency in appointment scheduling software such as Google Calendar, as well as call forwarding
- Excellent written and verbal communication skills
- Exceptional interpersonal skills
- Advanced typing, note-taking, record-keeping, and organisational skills
- An awareness of information security and data protection best practices
- Experience of using Xero accounting software or similar (not essential)
- A will to take on any tasks as needed to keep our busy office running - from being a first point of contact into the business, to running a vacuum around; it’s all part of ensuring our office is a great place to be.
- Approachable and helpful disposition
- An understanding of HR processes would be helpful but not essential

**PROGRESSION AND TRAINING ROUTES?**

Searchlight is a company with a real passion and commitment to developing its staff, and all of our employees are fully supported in their career goals. Depending on your personal goals and objectives, you could choose to develop your operations, finance or events management skills, offering various avenues for progression.

**SALARY PACKAGE AND BENEFITS**

You’ll recei

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