Operations Manager
2 weeks ago
Role Overview
The Operations Executive plays a vital role in the Administrative process within each Account. This position involves delivering first-class support to teams and clients, tailored to meet and exceed their needs. Key responsibilities include administration data management, technical support, fleet management, and reporting.
Key Responsibilities
- Administration & Data Management:
- Daily download of retailer sales data
- Management of master data management in line with standard process
- Forward enquiries to the relevant contact
- Update and maintain the team attendance log, attendance breakdown, and contact details spreadsheet
- Covering of reception desk as appropriate
- Holiday cover support for the Operations Executive team
- Support field managers with booking meetings, accommodation, and flights for the team
- Technical:
- Support with loading of relevant scripts in line with client objectives for periodic questions
- Scripts to be in line with standard process
- Support for any software issues from the field team with use of Service Now to manage operational support tickets
- Validate all updates and changes made to Field Execution Tool via testing
- Communicate completion of updates together with any potential impacts to users
- Fleet Management:
- Main point of contact for all fleet related queries on Account and updating all relevant systems
- Responsible for maintaining list of drivers/vehicles in C-track
- Support with booking/managing hire cars
- Accidents
- Support field managers in liaising with IT for quick turnaround of IT equipment
- Call file Management:
- Ensure calls are added/removed when required and that address and territory details are always accurate
- Support with any requirements for changes to call file
- Use of Geoplan territory planning tool
- Reporting:
- Completing basic reporting, where no analysis of data is required (downloads into charts/graphs/reports) with use of basic formulas such as vlookups
- Exporting required data from 360 as required by Field Management team and putting into usable format
- Support for Account Briefing Process:
- Ensure Account activity briefs are produced (if appropriate) and sent to the field
- Ensure any visual aids/training documentation are compiled for the field
- Ensure relevant information is set up in relevant systems
- Client Communication (if applicable):
- First point of contact for the client regarding operational queries
- Responsible for management of client operational requirements
- New Business (if applicable):
- Support as appropriate with New Business Projects
- Client Review Presentations (if applicable):
- Help in building quarterly client review presentations
- Analysing required operational information, and ensuring the output is relevant for the client's needs
- Building Powerpoint presentations to simplify the findings and outputs
- Financials (if applicable):
- Fuel reconciliation, expenses, driver deductions & hire vehicles
- Management of credit card reconciliations and ensuring deadlines are met for payroll
- Strategic Direction:
- To play an active part in the strategic direction of the Account and business
- To review and propose new ways of working for current processes/procedures
- Other Requirements:
- Minimum of 1 field visit and 1 meeting attendance per quarter
- Regularly read and follow Company policies and procedures at all times. Policies can be found on the intranet or by asking a member of the HR Team.
- 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)
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