We're looking for a proactive and detail-oriented Office/Operations Executive to join our talented team. In this role, you'll play a vital role in supporting our People, Operations, and Processes, ensuring a smooth and efficient work experience for everyone at our company.
Proactiveness, driven, a can-do attitude and an open mind are a must! We are looking for problem-solving, creative thinkers who will offer suggestions, improvements and ideas to continuously grow our business internally and externally. This person will also be a champion of our Culture, which is so important to our success.
Key Responsibilities
People Operations:
- Onboarding: organise and own each new employee's onboarding (documentation, material setup, induction pack, equipment)
- Offboarding: manage staff members leaving the business to ensure their equipment is returned, the relevant handovers are completed and they have a smooth and respectful transition out of the business.
- EA duties: as well as providing direct support to the Management team, also support colleagues with key tasks such as logistics and administration.
- Be responsible for sending and receipt of the quarterly staff feedback survey in a timely fashion and support the Talent & Operations Manager in analysing and actioning results of the surveys.
- Regularly monitor Staff Training opportunities and requirements and work with Line Managers to ensure staff's training needs are met.
- Team support tasks: Handle and respond to staff enquiries with accurate guidance on anything related to People matters, including but not limited to holiday management, paperwork for payroll, expense approval, contractor invoicing, team events, staff benefit budgets, policies and training
- Liaise with our external HR consultants regarding any HR matters
Office Management:
- Maintain the smooth running and good presentation of the office, coordinating office administration, maintaining, testing and replacing tech equipment to ensure the office remains fully functioning, and ensuring it's always a great place to work.
- Office access: overseeing security and access by management of Office Keycards, Recipients, and whereabouts.
- Publicise and promote Office events and socials.
Security & Documentation:
- Oversee ISO 27001 Audit planning & execution
- Security tasks: assist the CTO with tasks relating to IT/ Data security
- Ensure the asset register is up to date and machines are properly shut down and repurposed
Administrative, Technical & Financial:
- Personnel metrics: Responsible for tracking key personnel data such as annual leave allowance, benefits allowance, sickness absence and reporting on this regularly to the Talent & Ops Manager, CEO and Line Managers.
- App: Maintenance & Updating the company app that the staff use as their internal intranet.
- Budget Management: Responsible for monitoring and reporting on key budget lines, and tracking and reporting on budget vs spend with other budget owners
- Monthly Expense approval and Payroll reporting - liaising with our accounts team to ensure expense and salary payments are made seamlessly.
Process Champion:
- Execution and delivery of Operations projects that support the business in its successful functioning.
- Oversight of all staff policies & procedures: ensure staff policies are maintained and enforced
- Research, create, implement and update new policies and procedures to support the company's smooth functioning and compliance.
- Monitor existing Operations processes, suggest improvements where necessary.
Event coordination:
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Responsible for timely organisation and delivery of fun and engaging company events to boost team morale and collaboration (even in a remote setting):
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Virtual Social events, 3x Quarterly Events & 1x Annual Offsite each year.
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Responsible for Operations related Apps in support of events such as Annual Offsite Event app, and/or Quarterly events
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Work with the Marketing Manager to help organise Marketing Events including travel, insurance and merchandise.
Personal attributes & experience
Experience:
- Experience in a similar role, with a strong "can-do" attitude and a willingness to learn are highly valued.
- Experience onboarding and offboarding employees
- Experience implementing new policies and procedures within a growing team
- Experience reporting on data and tracking key metrics
- Experience preparing payroll reports and managing expenses
- Experience organising events, ideally in-person and remote
- Beneficial but not essential: An understanding of HR practices, employment laws and compliance requirements
- Beneficial but not essential: Experience with AI
Attributes:
- Proactive and Solution-oriented, you respond to people quickly and if you don't know the answer you will strive to find it out!
- Technically savvy: You are comfortable with G-Suite and as you'll get hands on with our product, you're confident with AI, software and tools.
- Commercially astute, you are great at managing budgets and have an eye for spotting areas we can be more cost effective.
- Highly organised and efficient, you know how to prioritise and keep to deadlines.
- Flexible and reactive (You don't mind that no two days are the same)
- Multi-tasker: you can effortlessly keep track of multiple tasks and projects at once
- Strong Communicator: You will lead company calls, so you'll be comfortable presenting virtually.
- Autonomous: you're confident managing your own workload without the need for close supervision
- Fun! You're a people person who prides themselves on getting along with different personalities and levels of seniority.