Operations Manager / Operational Assistant
About us
Imagine The Future Consulting (ITF) specialises in Commissioning, Planning and Execution services for Hyperscale Data Centers and other mission-critical facilities. ITF is a fast growing, dynamic and developing Engineering Consultancy where we offer an end-to-end approach, ranging from developing new strategies at a program level with the client to establishing correct testing procedures with vendors.
We are an individual group of hand-picked engineers who also act as project managers, focusing on collaboration and leveraging new technology to optimise project delivery.
The last 7 years have seen exponential growth and we are now looking at building on the experiences and success we have had. We still consider ourselves as a start-up and have a start-up philosophy currently. We currently operate in at least 5 countries across EMEA.
Overview
This role promises a dynamic work environment where excellence is both recognized and rewarded.
As the successful candidate, you will enjoy a supportive team culture that fosters professional growth. The firm is committed to investing in its employees, offering continuous learning opportunities and a clear career path.
The Operations Manager will provide high-level support to the Director and Business across all areas. This is a dynamic and fast-paced position requiring excellent organisational skills, discretion, the ability to act quickly when taking direction and the ability to manage multiple priorities whilst maintaining sight of upcoming scheduled activities.
The Operations Manager will act as a trusted key support person for the Director, whereby they will liaise with other senior management, internal staff, and external partners, ensuring the smooth running of daily operations to enable the Director to focus on strategic business priorities.
This role is suited to someone who is highly organised, proactive, process driven and comfortable operating in an extremely fast-paced environment. This role would suit a senior executive assistant who would like to progress their career further.
Core Responsibilities (further details will be shared upon application)
Executive & Operational Support:
* Handle confidential information with the utmost discretion.
* Liaise with European partners for setup and jurisdiction matters.
* Review of the Director’s diary, schedule, travel, monitoring of inbox whilst travelling.
* Liaise with the Director regarding priorities (daily where required), ensuring effective follow-up on actions.
* Draft correspondence, contracts, reports and updates as required.
* Manage incoming and outgoing emails and calls, ensuring timely responses.
* Prepare meeting materials where required, take accurate notes, and ensure matters arising are actioned by the appropriate stakeholders.
* Provide project support to our engineers as directed by the Director
* Liaise and assist with the Accounts department - ensure cashflow forecast is up to date on a monthly basis
* Maintain monthly bill schedule
* Run a virtual office environment, anticipate scheduling pressures, conflicts, and dependencies, and resolve issues proactively.
Team Coordination:
* Support the Senior Management Team with task follow-ups and progress tracking.
* Act as chief of staff.
* Assist in planning and delivering company events and business functions.
* Ensure effective communication to the wider team, providing a consistent and professional point of contact.
* Assist with setting up and facilitating European compliance requirements.
* Co-ordinate travel arrangements for a wider team as required.
Other Business Support activities:
* Draft and schedule social media content, website updates and LinkedIn posts on behalf of the Director.
* Review company procedures and revise / implement as required.
* Proof and check communications, documents before publication.
* Produce business portfolio documents.
* Escalate and flag any risks or issues to the director promptly so not to impact business activities or deliverables.
* Checking of business correspondence and filing
What we are looking for
Skills Required:
* Strong communication and interpersonal skills; professional and approachable as the Director’s first point of contact.
* Excellent time management and organisational skills with the ability to prioritise competing demands.
* Advanced IT skills advantageous,Minimum must be fully proficient using spreadsheets and ideally including Google workspace (however training will be provided)
* High attention to detail throughout, maintenance of deadlines.
Personal Characteristics:
* Proactive “can-do” attitude with strong initiative.
* Highly trustworthy and dependable, with the ability to work with discretion.
* Not to be phased by conflict and the ability to continue to work through deadlines accordingly.
* Flexible and adaptable to changing business needs.
* Self-motivated, reliable, and able to work independently with minimal supervision.
* Willingness to learn and grow within the role.
* Take accountability for their work.
Requirements, Experience and Qualifications
* The ideal candidate has a minimum of 10 years in a similar position or role. 3+ years in a job specific role where an operational background was required. This does not have to be industry specific - Financial, property or other sectors are considered.
* Be able to use video conferencing on a regular basis to communicate with the director and other team members / clients.
* Fully Hybrid role - likely 50:50 split. Flexibility to be discussed and reviewed on a regular basis depending upon business requirements. Travel to the East London office location.
* Business travel within Europe completely optional if desired
* Flexibility in working hours (out of hours etc) - on occasion depending on deadlines
* Use of laptop and general IT skills
* Use of Google workspace, Microsoft Excel & Word
Benefits
* Salary fully negotiable depending upon experience.
* Pension contributions of basic gross salary
* 28 days annual leave each calendar year (includes Christmas, Bank Holidays etc)
* Training on key software provided
* Development opportunities to grow within the company
* Regular employee socials
* All expenses paid for