Overview
Smarts is one of the UK’s top PR & Creative agencies and one of the fastest growing in the PR Week Top 20. From our offices in Belfast, London, Glasgow, Amsterdam, and New York, our nearly 200 strong team of creatives, strategists, writers, film-makers, designers, influencer experts and internal comms champions are all pointed in that direction, working out every day how to embed clients like Diageo, Booking.com, British Gas and Zalando in the cultural fabric of people\'s live, forging meaningful connections that last. A multi-disciplinary agency, our expertise stretches beyond traditional PR and media relations, into social and digital, influencer partnerships, content creation and more.
As an Operations Administrator, you are the operational heartbeat of Smarts, providing essential administrative support focused primarily on operations functions including leave management, timesheet analysis, capacity planning, and utilisation reporting. You combine exceptional organisational skills with analytical thinking to ensure optimal resource management and operational efficiency across the agency.
Being the reliable foundation that enables effective resource planning and operational decision-making is something you thrive on and you have a passion for operational excellence, data analysis, and creating insights that help the business run more efficiently and profitably.
Duties of the role
* Analysing timesheet data and creating utilisation reports that provide valuable insights for resource planning and business decisions
* Managing leave requests and absence tracking whilst ensuring optimal staffing levels and operational continuity
* Working with capacity planning data to support project resourcing and strategic planning initiatives
* Mastering operational reporting systems and adapting existing templates to provide accurate, timely management information
* Supporting the Group Operating Officer with data analysis and administrative tasks that drive operational excellence
* Learning new software systems to allow you to be a systems expert and offer guidance and training to other members of the Smarts team
* Being an essential part of how Smarts optimises resource allocation and operational efficiency across all client work
* Occasionally offering cover across the front of house team when required
Skills for success in the role
* Previous operations experience; you’ve worked in a similar role where the workload is varied, managing multiple tasks and priorities simultaneously, and adapting quickly to changing operational needs and timelines.
* Operational data analysis; you work with spreadsheets to input, organise, and manipulate timesheet data, calculate basic utilisation rates, and update capacity planning reports using existing templates and formulae.
* Leave management expertise; you efficiently manage holiday requests, absence tracking, and leave entitlement calculations whilst ensuring appropriate cover arrangements and operational continuity.
* Resource planning support; you understand how to input and analyse available time data, capacity information, and resource allocation to support planning decisions using established reporting formats.
* Template-based reporting; you quickly learn to use existing reporting templates and systems, updating them with accurate data to provide timely operational insights for senior management.
* Detail-oriented administration; you maintain accurate data entry standards and systematic record-keeping whilst managing multiple operational processes simultaneously with exceptional attention to detail.
* Technology adaptability; you quickly learn new software systems and platforms with enthusiasm for mastering tools that improve operational efficiency and accuracy.
* Professional front-of-house presence; you represent Smarts with professionalism and warmth, managing visitor experiences and office environment with confidence and excellent interpersonal skills when required.
* Process improvement mindset; you identify opportunities to streamline operations and implement solutions that enhance efficiency whilst maintaining quality standards across all business functions.
Values and expectations
* Live them out through everything that you do
* Show genuine enthusiasm for operational excellence and continuous improvement across all business functions
* Help foster our company culture by being kind and mature whilst supporting colleagues across all levels and departments
* Be brave in suggesting process improvements and taking initiative to solve operational challenges before they become problems
If this sounds like you, please apply today!
Seniority level
* Associate
Employment type
* Full-time
Job function
* Administrative
* Industries: Public Relations and Communications Services
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