Role Details
:
Salary: Competitive
Bonus: Performance Related Bonus
Equipment Provided: Company Vehicle, Fuel Card, Mobile Phone
The Operations Executive is responsible for the administrative process within an assigned Account and for the delivery of first-class support to the teams and clients, always meeting and exceeding their tailored needs.
Key Tasks & Responsibilities
Strategy
1. Play an active part in the strategic direction of the Account and business.
2. Continuously review and propose new ways of working for current processes/procedures.
Management of Account Briefing Process
3. Ensure account activity briefs are produced, appropriately formatted and sent to the field.
4. Ensure any visual aids are compiled and made easily accessible for the Field Sales team.
5. Ensure relevant information is set up on Global Connect/ShopLINK.
Asset Management (if applicable)
6. Maintain and update the asset information for the entire Account.
7. Liaise with Field team and IT support to ensure a quick turnaround for IT equipment.
8. Control the ordering/collecting of the team’s assets.
9. Main point of contact for all fleet related queries for the account.
10. Maintain records of drivers, vehicles, accidents, hire cars etc.
New Business
11. Actively support as appropriate with new business projects.
Data Recording & Reporting
12. Production of daily data downloads to enable the Field team to see journey plans.
13. Production of relevant client reporting for KPI tracking.
14. Daily and weekly reporting to support with KPI management.
15. Control data and image verification, ensuring continuous high quality.
16. Contact subcontractors to validate and report any subcontractor issues to Communications and Engagement Manager.
17. Complete ad hoc reporting as requested.
Call File Management
18. Ensure calls are added/removed when required and that address and territory details are always accurate.
19. Manage any requirements for changes to call file.
20. Maintain comprehensive understanding of the CACI territory planning tool (if applicable).
Technical
21. Load relevant scripts in line with client objectives for periodic questions.
22. Ensure scripts are in line with Acosta’ standardised processes.
23. Act as first line of support for any hardware issues from the Field team.
24. Validate all updates and changes made to Global Connect via testing on web and android devices.
25. Communicate completion of updates together with any potential impacts to users.
Financials
26. Fuel reconciliation, expenses, driver deductions and hire vehicles.
27. Manage credit card reconciliations and ensure payroll deadlines are met.
28. Upload rate cards for subcontractor self-bill, based on activity pay agreed with line manager.
29. Manage subcontractor expenses and expense approval.
30. Manager activity bonus verification and upload onto subcontractor self-bill.
Administration
31. Book meetings, accommodation and flights for the team.
32. Order Stationery.
33. Forward enquiries to the relevant contact.
34. Update and maintain the team attendance log, attendance breakdown and contact details spreadsheet (if appropriate).
35. Cover reception desk as appropriate (Reach offices only).
Other Requirements
36. Minimum of one Field visit and one meeting attendance per quarter.
37. Maintain awareness of and always follow company policies and procedures.
38. Take personal responsibility to comply with health & safety regulations.
39. Take responsibility for your own personal development and ensure all mandatory training is completed on time.
40. Adhere to all General Data Protection Regulations and policies (GDPR).
Essential Knowledge & Skills
41. Good communication and interpersonal skills, including rapport building and influencing.
42. Target driven with good time-and-task- management skills.
43. Self-motivated, confident and determined.
44. Administration and organisational skills.
45. Basic understanding of Excel, Word and PowerPoint.
46. Professional telephone manner.