Administrative Coordinator

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 the daily download of retailer sales data to ensure accurate and timely information.
    • Oversee the management of master data, ensuring it is accurate and up-to-date at all times.
    • Forward customer enquiries to the relevant contact and update the team attendance log and contact details spreadsheet.
    • Cover the reception desk as needed 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 the 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 all relevant systems.
    • Responsible for maintaining the list of drivers/vehicles in C-track.
    • Support with booking/managing hire cars and handle accidents.
    • Liaise 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 the call file.
    • Use the 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 as needed by the Field Management team 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/training documentation for the field.
    • Set up relevant information in relevant systems.
  • Client Communication (if applicable)
    • Be the first point of contact for the client regarding operational queries.
    • Manage client operational requirements.
  • New Business (if applicable)
    • Support as needed with New Business Projects.
  • Client Review Presentations (if applicable)
    • 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 the findings and outputs.
  • Financials (if applicable)
    • Manage fuel reconciliation, 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/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.
    • 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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