Position Overview:
The Back Office Manager is responsible for organizing and managing various Delivery Service Support tasks. This includes milestone invoicing, customer invoicing requests and updating project milestones, supporting the UK Head of Delivery, communicating with stakeholders and customers, and ensuring that invoicing against customer PO's is on track. The Back Office Manager maintains the team's efficiency by tracking progress of day-to-day tasks, liaising with and managing the team members including overseeing management and ownership of administrative tasks and processes.
Key Responsibilities
Management of activities for Delivery Services, including, but not limited to:
*
o Invoicing:
o Responsible for ensuring monthly invoicing is handled promptly & accurately.
o Ensuring updates of internal project tracking tools show monthly usage of project related PO's.
o Ensuring potential shortfall in funds to complete project term are communicated and managed.
* Statement of Works (SOW) and Change Request (CR) creation:
o Work with the Heads of Delivery to create SOW's, or CR against existing SOW's to capture customer requirements & accurately calculate costs.
o Ensure that updates from customer approval (countersignature) of SOW & related customer PO's are tracked & requested by the team.
o Maintain documentation in relevant SharePoint locations.
o Oversight of the creation of Sales Order and Project Milestones.
o Responsible for tracking end dates of SOW's / CR's & working with Heads of Delivery to ensure
expenditure is on track.
* Contractor Management:
o Responsible for contracted resources maintaining current contract status during the length of the SOW / CR.
o Responsible for ensuring Agency / Supplier POs are requested for term of contracts and in line with SOW's and CR's based on commercial cover.
o Approval of Contractor Timesheets prior to the BackOffice support requesting customer invoice for T&M (time and materials).
* Communication & Reporting:
o Communicate with other team members and Senior Leadership to ensure monthly / quarterly
customer and internal reports are prepared and sent accurately and in a timely manner.
o Maintain clear and timely communication with team members, ensuring updates from them on any progress or actions taken are received.
o Responsible for ensuring monthly milestone reports are checked regularly to ensure those
responsible for requesting invoices are on track.
* Documentation & File Management:
o Ensure that all documentation is up to date and accurately filed.
o Maintain records, including contracts, SOW's / CR's, reports, and relevant email mailbox/team
channels.
o Create and maintain SOW templates, checklists, and forms to support efficient running of the Delivery Services function.
* Resource Coordination:
o Take ownership of the coordination, receiving and monitoring of allocation of resources, both
selected Contractors and all internal Delivery resources.
o Manage onboarding requirements for any new delivery resources and offboarding any outgoing delivery resources including hiring checks.
o Work closely with delivery Project Managers to ensure they have the resources needed to complete customer requirements.
o Responsible for maintaining the contractor resource file, e.g. tracking interview status with input from the Heads of Delivery and Project Managers
* Risk Management:
o Proactively manage Risk by working with the Heads of Delivery & Project Managers to understand,
record, track and escalate any issues to resolution.
General
* Quality Control:
* Ensure that projects are meeting quality standards.
Qualifications
* Previous experience in managing similar BackOffice or PMO functions.
* Familiarity with project management methodologies and software (e.g., MS Project, Asana, Trello, Jira).
* Strong organizational skills and attention to detail.
* Excellent communication skills, both written and verbal.
* Ability to multitask and work effectively under pressure.
* Proficiency in MS Office Suite (Word, Excel, PowerPoint).
* Strong problem-solving skills and ability to prioritize tasks.
Key Competencies:
* Excellent time-management and organizational skills.
* Ability to work independently and as part of a team.
* Strong interpersonal and relationship-building skills.
* Ability to adapt to changing environments.
* Analytical thinking and ability to resolve issues.
* Strong attention to detail and accuracy.
Equal Opportunity Employer Statement: High Point Solutions is an equal opportunity employer. Employment decisions are made without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, disability status, veteran status, or other characteristics protected by law.
Why HighPoint?
HighPoint isn't just about technology, it's about people. Since 1996, we've built our reputation on trust, integrity, and delivering outcomes that matter. Our culture is open, collaborative, and relentlessly focused on doing the right thing—for our customers, partners, and employees.
We're proud of the recognition we've earned from clients and vendors, but even prouder of the communities we support and the careers we've built. At HighPoint, you'll be part of a team that believes in honesty, accountability, and ambition—without losing sight of what makes us human.
This isn't just enterprise sales. It's about creating long-term partnerships where HighPoint's culture is as visible as our technology expertise.
Schedule:
Full Time
Experience:
5+ years
City:
Greenford, UK