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Business Operations Specialist

2 months ago

Woking, Surrey, United Kingdom Acosta Europe Full time
About the Role

We are seeking an experienced Operations Executive to join our UK head office team at Acosta Europe. As a key member of our team, you will play a vital role in supporting our partner Kraft Heinz and ensuring the smooth operation of our administrative processes.

Key Responsibilities
  • Administration & Data Management
    • Manage the daily download of retailer sales data and ensure accuracy at all times.
    • Oversee the management of master data, ensuring it is up-to-date and compliant with standard processes.
    • Forward enquiries to the relevant contact and maintain a high level of customer service.
    • Update and maintain attendance logs, attendance breakdowns, and contact details spreadsheets.
    • Cover the reception desk as required and provide holiday cover support for the Operations Executive team.
    • Support field managers with booking meetings, accommodation, and flights for the team.
  • Technical
    • Support the loading of relevant scripts in line with client objectives for periodic questions.
    • Validate all updates and changes made to Field Execution Tool via testing.
    • Communicate completion of updates and any potential impacts to users.
    • Support field managers with software issues and use Service Now to manage operational support tickets.
  • Fleet Management
    • Be the main point of contact for all fleet-related queries and update relevant systems.
    • Maintain a list of drivers and vehicles in C-track.
    • Support with booking and managing hire cars.
    • Manage accidents and support field managers in liaising with IT for quick turnaround of IT equipment.
  • Call File Management
    • Ensure calls are added or removed when required and that address and territory details are accurate.
    • Support with any requirements for changes to call files.
    • Use Geoplan territory planning tool.
  • Reporting
    • Complete basic reporting, where no analysis of data is required, using basic formulas such as vlookups.
    • Export required data from 360 and put it into a usable format.
  • Support for Account Briefing Process
    • Ensure account activity briefs are produced and sent to the field.
    • Compile visual aids and training documentation for the field.
    • Set up relevant information in relevant systems.
  • Client Communication
    • Be the first point of contact for the client regarding operational queries.
    • Manage client operational requirements.
  • New Business
    • Support with New Business Projects as required.
  • Client Review Presentations
    • Help build quarterly client review presentations.
    • Analyze required operational information and ensure the output is relevant for the client's needs.
    • Build PowerPoint presentations to simplify findings and outputs.
  • Financials
    • Manage fuel reconciliations, expenses, driver deductions, and hire vehicles.
    • Manage credit card reconciliations and ensure deadlines are met for payroll.
  • Strategic Direction
    • Play an active part in the strategic direction of the Account and business.
    • Review and propose new ways of working for current processes and procedures.
  • Other Requirements
    • Attend a minimum of 1 field visit and 1 meeting per quarter.
    • Regularly read and follow Company policies and procedures.
    • Take personal responsibility to comply with Health & Safety Regulations.
    • Take responsibility for your own personal development and ensure all mandatory training is completed on time.
    • Adhere to all General Data Protection Rules and policies (GDPR).