Operations Manager

1 week ago

Woking, Surrey, United Kingdom Acosta Full time

Role Overview

The Operations Executive role is a key position within our organization, responsible for delivering first-class support to our teams and clients. As an Operations Executive, you will be the heart of the Administrative process, ensuring operational excellence and developing your skills in line with the clients' and business' needs.

Key Responsibilities

  • Administration & Data Management:
    • Daily download of retailer sales data
    • Management of master data management in line with standard process, ensuring master data is accurate at all times
    • Forward enquiries to the relevant contact
    • Update and maintain the team attendance log, attendance breakdown and contact details spreadsheet (if appropriate)
    • 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 with 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 useable 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. Polices 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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