Operations Manager

6 days ago

Woking, Surrey, United Kingdom Acosta Full time

Job Summary

The Operations Executive role is a critical position within the Administrative process at Acosta, responsible for delivering first-class support to our teams and clients. As an Operations Executive, you will be the heart of our Administrative process, driving operational excellence and developing your skills to meet and exceed the needs of our clients and business.

Key Responsibilities

  • Administration & Data Management
    • Manage daily downloads of retailer sales data
    • Ensure accurate master data management in line with standard processes
    • Forward enquiries to relevant contacts
    • Update and maintain team attendance logs, attendance breakdowns, and contact details spreadsheets
    • Cover reception desks as needed
    • Provide holiday cover support for the Operations Executive team
    • Support field managers with booking meetings, accommodations, and flights for the team
  • Technical
    • Support the loading of relevant scripts in line with client objectives for periodic questions
    • Ensure scripts are in line with standard processes
    • Support software issues from the field team using Service Now to manage operational support tickets
    • Validate all updates and changes made to Field Execution Tool via testing
    • Communicate completion of updates and potential impacts to users
  • Fleet Management
    • Main point of contact for all fleet-related queries and updates to relevant systems
    • Responsible for maintaining lists of drivers and vehicles in C-track
    • Support booking and managing hire cars
    • Accidents
    • Support field managers in liaising with IT for quick turnaround of IT equipment
  • Call File Management
    • Ensure calls are added or removed as required, with accurate address and territory details
    • Support changes to call files
    • Use Geoplan territory planning tool
  • Reporting
    • Complete basic reporting with no analysis of data required (downloads into charts, graphs, and reports) using basic formulas like vlookups
    • Export required data from 360 as needed by the Field Management team and format for use
  • Support for Account Briefing Process
    • Produce and send Account activity briefs to the field (if applicable)
    • Compile visual aids and training documentation for the field
    • Set up relevant information in relevant systems
  • Client Communication (if applicable)
    • First point of contact for client operational queries
    • Manage client operational requirements
  • New Business (if applicable)
    • Support New Business Projects as needed
  • Client Review Presentations (if applicable)
    • Help build quarterly client review presentations
    • Analyze operational information and ensure output is relevant for client needs
    • Build PowerPoint presentations to simplify findings and outputs
  • Financials (if applicable)
    • Fuel reconciliation, expenses, driver deductions, and hire vehicles
    • Manage credit card reconciliations and ensure deadlines are met for payroll
  • Strategic Direction
    • Contribute to the strategic direction of the Account and business
    • Review and propose new ways of working for current processes and procedures
  • Other Requirements
    • Minimum of 1 field visit and 1 meeting attendance per quarter
    • Regularly read and follow Company policies and procedures
    • Take personal responsibility for Health & Safety Regulations
    • Take responsibility for personal development and ensure all mandatory training is completed on time
    • Adhere to General Data Protection Rules and policies (GDPR)

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