Purpose of the Role
This role supports the Head of Operations Manager in delivering smooth, scalable, and commercially aligned operations across ACT Systems. You'll assist with supplier coordination, contract administration, internal process management (especially within Halo), product renewals, customer support workflows, and sales quoting accuracy. You'll be hands-on with systems and documentation, helping ensure operational clarity and accountability across teams.
Key Responsibilities
Process Support & Systems Coordination
* Assist in maintaining and updating workflows within Halo
* Ensure operational processes are documented, accessible, and followed
* Support internal adoption of new systems and process improvements
* Flag inefficiencies or gaps in workflows and suggest improvements
Supplier & Contract Administration
* Help onboard new suppliers and maintain supplier records
* Track contract milestones, renewal dates, and SLA performance
* Support ordering of consumables and ensure PO processes are followed
* Escalate supplier issues to the Head of Operations with clear documentation
Sales Support & Quote Accuracy
* Work with the Sales team to ensure quotes are accurate and operationally viable
* Maintain quote templates and assist with updates in Halo
* Review quotes for completeness and flag discrepancies
* Log quote performance data and support feedback loops to Sales
Account Management & Customer Support Coordination
* Ensure internal systems reflect accurate client status and actions taken
* Assist in preparing operational insights for client reviews
* Support process improvements that enhance customer satisfaction
Product Renewals & Lifecycle Support
* Track renewal dates and coordinate timely communication with clients and suppliers
* Maintain product lifecycle documentation and update internal systems
* Assist in identifying upsell or optimisation opportunities based on renewal data
What You Bring
* Strong organisational skills and attention to detail
* Confidence new using systems (training provided)
* Clear communication and a proactive mindset
* Willingness to learn and grow within a fast-paced operational environment
Success Looks Like
* Accurate records and workflows that support team efficiency
* Timely supplier and contract updates with minimal oversight
* Quotes issued with confidence and operational alignment
* Smooth coordination across customer support and renewal processes
* Trusted support for the Head of Operations and wider team
Job Types: Full-time, Permanent
Pay: Up to £25,000.00 per year
Benefits:
* Company pension
* Free parking
* On-site parking
* Private dental insurance
* Private medical insurance
Education:
* A-Level or equivalent (required)
Licence/Certification:
* Driving Licence (required)
Work authorisation:
* United Kingdom (required)
Work Location: In person