Phoenix Software
Operations Co-ordinator
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Overview of the role
Phoenix is a leading UK IT solutions and managed service provider, with a deep specialism in the public sector. We work with organisations across government, healthcare, defence, public safety, education, housing, and the charity sector - helping them modernise with confidence across cloud, data and AI, cyber security, and managed services.
Through strategic partnerships with the world's leading technology providers - and a trusted place on the major public sector frameworks - our work has a direct impact on the services that millions of people rely on every day.
Due to continued growth, we are hiring a new Operations Co-Ordinator to support the efficient delivery of day-to-day operational activities, ensuring orders, queries, and processes are handled accurately and in a timely manner.
What will you be doing?
- Act as a central point of contact for operational queries from internal teams, customers, suppliers, and vendors
- Manage shared Operations inboxes, ensuring all queries are handled accurately and in a timely manner
- Process customer orders, agreements, and licensing contracts with a high level of accuracy and attention to detail
- Raise and manage purchase orders, ensuring timely processing and order completion
- Work closely with sales teams to validate and process orders correctly
- Liaise with suppliers, manufacturers, and partners (e.g. Microsoft) to manage orders, queries, and updates
- Maintain product pricing and ensure pricing data is accurate within internal systems
- Run and maintain operational reports, supporting sales activity and tracking performance
- Manage renewals, reminders, and ongoing customer contract activity
- Support after-sales activity, including handling returns and resolving delivery or order issues
- Build and maintain strong relationships with suppliers and internal stakeholders
- Assist with supplier engagement and support pricing discussions where required
- Maintain accurate records, documentation, and agreement tracking through to completion
- Ensure all operational processes follow company policies, including information security requirements
- Identify and support opportunities to improve processes, efficiency, and service quality
- Support the wider Operations team with ad-hoc tasks and business requirements as needed
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Why should you apply?
At Phoenix, our ambition is to be the UK's leading IT solutions and managed service provider - and we know that only happens because of our people. Culture isn't an afterthought here; it's the thing we work hardest on.
We're proud to be certified as a Great Place to Work®, and to be recognised on their UK Best Workplaces lists for Women, Wellbeing, and Development. These aren't badges we chase - they're the result of how we genuinely choose to treat each other, and how seriously we take our colleagues' careers, health, and lives outside of work.
When you join Phoenix, you can expect:
- A culture built on trust and belonging: set out clearly in our Culture Blueprint, lived day-to-day, and reflected in our consistently strong colleague feedback.
- Real investment in your development: structured learning pathways, funded industry certifications, mentoring, and the encouragement to stretch into new areas.
- A workplace that takes wellbeing seriously: from mental health support and flexible working to active employee networks and a leadership team that listens.
- A commitment to equity and inclusion: where we actively work to make Phoenix a brilliant place to build a career, whoever you are.
- Work that matters: supporting the public sector organisations that keep the UK running, from government and healthcare to defence, public safety, education, housing, and the charities serving the most vulnerable in our communities.
- Working with the best of the industry: alongside genuine experts, and with strategic partnerships across the world's leading technology providers, you'll be at the front of the conversations shaping how UK public services modernise.
We believe in encouraging, supporting, and skilling our people up so that you can be the very best you can be at work - and we'd love you to consider being part of it.
Take a look at our Culture Blueprint to get a real sense of who we are.
What are we looking for?
The right person for this role will be a highly organised and detail-focused individual with strong administrative experience, ideally gained within a fast-paced operations, sales support, or commercial environment. They will be comfortable working with systems and data, handling multiple priorities, and building effective relationships with both internal teams and external partners.
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Key Skills & Experience:
- Previous experience in an administrative, operations, or order processing role
- Strong organisational skills, with the ability to prioritise workload and manage multiple tasks effectively
- High attention to detail and accuracy, particularly when handling orders, contracts, or pricing data
- Confident working with systems and data, including Microsoft Office (especially Excel) and internal business systems
- Excellent communication skills, able to liaise with internal teams, customers, and suppliers
- Ability to build and maintain strong working relationships with stakeholders
- Comfortable managing queries and resolving issues in a timely and professional manner
- Proactive and reliable, with a strong sense of ownership and accountability
- Ability to work under pressure and meet deadlines in a fast-paced environment
- A flexible, team-oriented approach with a willingness to support wider operational activities
- Ability to identify process improvements and contribute to more efficient ways of working
Practical stuff
Where is the role based?
Primary location is our HQ in Pocklington (YO42) with a minimum of 2 days per week on-site needed.
How many interviews?
Following a screen with the Recruitment Team you can expect a two-stage interview process, one online and one in-person.
What are the benefits?
You can read about the benefits on offer here 😊
Important BPSS Check
As part of our recruitment process due to the nature of the work we do, all employees are required to undertake a Baseline Personal Security Standard (BPSS) check. While some employees require further security clearance, the BPSS check is a must-have requirement and all offers of employment are conditional pending the passing of this check.
Have you made it this far?
If you’re still reading, we think there’s a strong chance you might be our kind of person.
Here’s the thing, though — research suggests that 60% of women and underrepresented people might have already talked themselves out of applying. Even if you don’t check every box above, we want to encourage you to introduce yourself.
We believe a diversity of perspectives and experiences makes a team stronger — and the stronger our team, the more successful we will be.
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