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Operations Assistant
Location: Work from home, in the office, or a mix. We just ask that you're based within 50 miles of one of our offices (Edinburgh, Newcastle, Leeds, Manchester, London).
Why you'll want this role
You'll own a real slice of the operation from day one, not a task list someone watches over. Our operations function holds the business together: resourcing, contractors, timesheets, and the systems behind it all. As we grow, so does the work, and we need someone to take a meaningful part of it and make it theirs.
What's in it for you: the freedom to spot what's clunky and fix it, with the backing to put automation in place. Exposure across resourcing, contractors, and systems, rather than getting boxed into one corner. And direct work with senior leadership, with your impact visibly taking pressure off the people running the function.
We'll be straight with you: there's regular, detailed admin here, and it matters. But if you can't help asking whether a manual job really has to be done that way, you'll have room to change it.
What you'll own
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- Resourcing and contractors. Process annual leave and keep allocations current across our five UK offices and Sofia team, spotting capacity clashes early. Own contractor timesheet approvals, keep tracking accurate, and run onboarding and offboarding through Teamtailor.
- Month-end. Help month-end land on time by chasing outstanding timesheets across the business and keeping resourcing and timesheet data lined up.
- Systems and data. Maintain resource information in Kantata, validate data between Google Sheets and our platforms, and catch inconsistencies before they cause problems downstream.
- Software and records. Track licensing and subscriptions across our SaaS stack, with a real mandate to cut cost and duplication. Support software audits, and keep operational documentation in good shape.
- Making the work better. Strip out manual admin using tools like Zapier or Make, roll out new tools, and turn recurring work into documented processes that don't live in one person's head.
Essential
- Experience in an agency or consultancy setting, ideally a small-to-mid-sized one similar to ours rather than a large enterprise
- A natural drive to improve how things are done, and the initiative to run with priorities without close oversight
- The judgement to prioritise well when multiple deadlines are competing for your attention
- Experience maintaining spreadsheets and business systems, and the ability to pick up new tools quickly
Get help with your application
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Desirable
- Experience with Kantata, Mavenlink, or a similar PSA tool
- An understanding of timesheeting and contractor management
- Intermediate Excel or Google Sheets
- Experience with automation tools such as Zapier, Make, or Power Automate
- Some experience using AI tools in a work setting
What you'll get
- 28 days annual leave plus bank holidays
- 5 Impact Days for learning, innovation or volunteering
- A flexible working environment
- Enhanced parental leave
- An annual wellbeing budget plus 2 wellbeing days
- Mental health support
- A company Mac
Sound like you? Apply below and we'll set up a call to find out whether we're a good fit for each other.
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Jessica, London
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