Phoenix47
Operational Specialist
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Location: Remote – UK Working Pattern: Full-time Reporting to: Operations Director Business: Technology Professional Services & Managed Services
About the Role
We are looking for an organised, proactive and customer-focused Operations Admin Specialist to join our growing technology professional services and managed services business.
This is a key operational role supporting the smooth delivery of client projects and the day-to-day activities of our consultants, sales team and Operations Director.
You will be responsible for a range of project and commercial administration activities, including setting up new projects within our timesheet and operations systems, coordinating timesheet approvals with clients, raising contracts and purchase orders, and ensuring that the operational administration supporting our projects is accurate, timely and well managed.
You will work directly with clients, consultants, suppliers and internal teams, so excellent communication and customer service skills are essential.
This role would suit someone who enjoys being organised, solving problems, helping people and making sure things get done. We are looking for someone with a genuine can-do, customer-first attitude who is comfortable working in a fast-paced, remote environment.
Key Responsibilities
Project & Operations Administration
- Set up new client projects and assignments within the company's timesheet and operations portal.
- Ensure project information, consultant details, rates, dates and commercial information are accurately recorded.
- Maintain accurate project and consultant records across internal systems.
- Coordinate project administration from initial engagement through to completion.
- Ensure project documentation is complete, accurate and stored appropriately.
- Monitor key project administration activities and proactively identify anything that needs attention.
- Support the Operations Director with general operational administration and reporting.
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Timesheets & Client Approvals
- Manage the weekly/monthly timesheet process for consultants.
- Ensure consultants submit timesheets accurately and on time.
- Monitor outstanding client approvals and proactively follow up with customers.
- Liaise directly with clients to obtain timesheet approvals where required.
- Resolve straightforward timesheet queries and escalate issues where appropriate.
- Maintain accurate records of approvals and outstanding actions.
- Work closely with Finance/Operations to ensure approved timesheets support accurate invoicing.
Contracts & Purchase Orders
- Prepare and raise consultant contracts and associated documentation.
- Raise and maintain purchase orders in accordance with client and internal requirements.
- Ensure contracts, purchase orders and project information are aligned.
- Monitor contract and PO status and proactively highlight any discrepancies or upcoming requirements.
- Support the Operations Director and sales team with commercial administration.
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Sales & Client Support
- Provide operational support to the sales team during the client onboarding and project mobilisation process.
- Assist with the administration of new opportunities once they move into delivery.
- Ensure the transition from sales to operations is smooth and that all required information is captured.
- Communicate professionally and proactively with clients.
- Respond to client and consultant queries promptly and ensure issues are followed through to resolution.
- Help create a positive and professional client experience at every stage.
Consultant Support
- Act as a key operational contact for consultants working on client projects.
- Support consultants with timesheet, contract, project and administrative queries.
- Ensure consultants have the information they need to work effectively.
- Maintain strong relationships with consultants and provide a responsive service.
General Operations
- Support the Operations Director with ad hoc operational tasks and projects.
- Identify opportunities to improve processes, systems and ways of working.
- Help maintain operational procedures and documentation.
- Produce basic reports and trackers where required.
- Work collaboratively with colleagues across sales, operations, finance and delivery.
- Take ownership of assigned tasks and ensure they are completed accurately and on time.
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