Role Details
:
Salary: £25,000
Bonus: 10% Performance Related Bonus
Reporting to: Account Manager / Operations Manager / Controller
Main purpose of role: The Operations Executive role is the heart of the Administrative process within each Account. We are passionate about delivering first-class support to our teams and clients, tailored to meet and exceed their needs. We are driven to achieve operational excellence and to develop our skills in line with the clients’ and business’ needs
Key Tasks and Responsibilities
Administration & Data Management
1. Daily download of retailer sales data
2. Management of master data management in line with standard process, ensuring master data is accurate at all times
3. Forward enquiries to the relevant contact
4. Update and maintain the team attendance log, attendance breakdown and contact details spreadsheet (if appropriate)
5. Covering of reception desk as appropriate
6. Holiday cover support for the Operations Executive team
7. Support field managers with booking meetings, accommodation and flights for the team
Technical
8. Support with loading of relevant scripts in line with client objectives for periodic questions
9. Scripts to be in line with standard process
10. Support for any software issues from the field team with use of Service Now to manage operational support tickets
11. Validate all updates and changes made to Field Execution Tool via testing
12. Communicate completion of updates together with any potential impacts to users
Fleet Management
13. Main point of contact for all fleet related queries on Account and updating all relevant systems
14. Responsible for maintaining list of drivers/ vehicles in C-track
15. Support with booking/ managing hire cars
16. Accidents
17. Support field managers in liaising with IT for with quick turnaround of IT equipment
Call file Management
18. Ensure calls are added/ removed when required and that address and territory details are always accurate
19. Support with any requirements for changes to call file
20. Use of Geoplan territory planning tool
Reporting
21. Completing basic reporting, where no analysis of data is required (downloads into charts / graphs / reports) with use of basic formulas such as vlookups
22. Exporting required data from 360 as required by Field Management team and putting into useable format
Support for Account Briefing Process
23. Ensure Account activity briefs are produced (if appropriate) and sent to the field
24. Ensure any visual aids/ training documentation are compiled for the field
25. Ensure relevant information is set up in relevant systems
Client Communication (if applicable)
26. First point of contact for the client regarding operational queries
27. Responsible for management of client operational requirements
New Business (if applicable)
28. Support as appropriate with New Business Projects
Client Review Presentations (if applicable)
29. Help in building quarterly client review presentations
30. Analysing required operational information, and ensuring the output is relevant for the client’s needs
31. Building Powerpoint presentations to simplify the findings and outputs
Financials (if applicable)
32. Fuel reconciliation, expenses, driver deductions & hire vehicles
33. Management of credit card reconciliations and ensuring deadlines are met for payroll
Strategic Direction
34. To play an active part in the strategic direction of the Account and business
35. To review and propose new ways of working for current processes / procedures
Other Requirements
36. Minimum of 1 field visit and 1 meeting attendance per quarter
37. 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.
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 Rules and policies (GDPR)