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- Tasks: Support various business functions with admin tasks, document management, and financial processes.
- Company: Join Planisware, a global leader in project portfolio management software, recognized as a Great Place To Work.
- Benefits: Enjoy flexible hours, 25 days holiday, health insurance, and regular social events.
- Why this job: Gain valuable experience in a fast-paced environment while contributing to impactful projects.
- Qualifications: Proficiency in Salesforce and QuickBooks is a plus; strong organizational skills are essential.
- Other info: Office-based for the first year with opportunities for career growth and development.
The predicted salary is between 36000 - 60000 £ per year.
Planisware is a global provider of software solutions for project portfolio management. We have 14 offices globally and proud to be certified as a Great Place To Work.
We work with the likes of Astra Zeneca, Martin Baker, BAT and GSK to help them bring about life changing innovations.
Our solutions are recognised as an industry market leader by Gartner, Forrester and IDC. We are looking for an Operations and Administrative Coordinator to help streamline our admin and processes as we are poised for our next stage of growth.
Job Description:
Overview
The Operations and Administrative Coordinator will provide comprehensive support across all business functions, ensuring efficient processes, accurate documentation, and effective administration. This role requires a proactive, detail-oriented individual capable of handling a diverse range of tasks, from managing document repositories and financial processes to supporting sales, projects, and HR. The ideal candidate will thrive in a fast-paced environment and possess a keen ability to multitask while maintaining high standards of accuracy and organisation.
Key Responsibilities
Documents and Information Management
- Maintain and organise all document repositories, ensuring accessibility and accuracy.
- Oversee customer information management within the PSA (Professional Services Automation) system.
- Administer and police project progress reports, flagging gaps to the necessary teams.
- Manage and issue terms, DPAs, NDAs, and supplier contracts while maintaining contracts register.
- Ensure consistent and accurate usage of DocuSign for all contractual and procedural needs.
Financial Administrative Support
- Support finance with bank reconciliations and the dual payments process to provide segregation of duties.
- Conduct accurate checks on submitted expenses, including analysis, receipt validation, and VAT compliance.
- Support month-end tasks, including payroll gathering monthly information to pass to Payroll team to ensure correct payments made.
- Complete annual asset impairment review.
- Raise and manage purchase orders (POs) and dummy POs in PSA, ensuring alignment with QuickBooks records.
- Raise sales invoices in PSA and provide details to Finance for QuickBooks.
Sales and Customer Support
- Issue sales literature through platforms such as Highspot.
- Support existing customer proposals, renewals, and RFx-related administrative tasks.
- Conduct prospect research and manage customer proposal documentation.
- Monitor and ensure accurate data entry and governance within Salesforce.
Operational and Project Coordination
- Manage the UK Wiki, keeping it updated and relevant as a key knowledge resource.
- Monitor project progress and maintain accurate records within PSA.
- Support general PMO (Project Management Office) tasks, ensuring smooth project execution.
- Compile BAT consumption reports.
HR and Office Administration
- Provide administrative HR support to the functions, including managing personnel records and related tasks.
- Handle general office administration, including supply management and day-to-day operational needs.
- Supervise payroll details and ensure timely submissions each month.
Executive and IT Support
- Provide some Executive Assistant (EA) support to the CEO, managing schedules, priorities, and correspondence.
- Assist with IT support needs for the office
Key Skills and Attributes
- Proficiency with Salesforce, Accounts systems (QuickBooks) and DocuSign desirable and ability to learn new systems.
- Strong organisational and multitasking abilities with high attention to detail.
- Analytical mindset for expense checking, VAT analysis, and financial reporting.
- Effective communication skills (written and oral) to collaborate with teams and stakeholders across functions and the group.
- Adaptability to handle a variety of administrative and operational tasks efficiently.
- Proactively look at office process improvements.
- Positive mental attitude with a very active growth mindset to support the Management Team.
- Proactive, resourceful, and capable of managing competing priorities.
Career Development
This role offers exposure to multiple facets of business operations, providing opportunities for growth in areas such as project coordination, financial and executive support. The Operations and Administrative Coordinator will gain valuable experience in a dynamic, fast-paced environment and contribute significantly to the company’s success.
The role also offers opportunity to possibly grow a Business Operations Centre for the business.
Why join Planisware UK?
- Office based for the year, leading to 3 days in the office upon completion of first year.
- Located in MediaCityUK, Salford with great local transport links.
- 25 days holiday
- Access to weekly French lessons
- Health Insurance for you and your dependents (after successful completion of probation)
- Enhanced pension contribution (after 3 months) – operated through a salary sacrifice scheme.
- Car parking allowance in MediaCityUK
- Enhanced parental and paternity leave
- Private dental/vision insurance alongside health cash plan
- Company Kick Off trip and regular social events.
- Cycle to Work Scheme
Salary to be discussed during interview stage.
Deadline to apply 23rd March 2025.
Operations and Administrative Coordinator employer: Planisware
Contact Detail:
Planisware Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Operations and Administrative Coordinator
✨Tip Number 1
Familiarize yourself with the tools mentioned in the job description, like Salesforce and QuickBooks. Having a solid understanding of these systems will not only help you stand out but also show that you're ready to hit the ground running.
✨Tip Number 2
Highlight your organizational skills by preparing examples of how you've managed multiple tasks or projects simultaneously in previous roles. This will demonstrate your ability to thrive in a fast-paced environment, which is crucial for this position.
✨Tip Number 3
Research Planisware's current projects and clients, such as Astra Zeneca and GSK. Being knowledgeable about their work will allow you to engage in meaningful conversations during the interview and show your genuine interest in the company.
✨Tip Number 4
Prepare to discuss process improvements you've implemented in past roles. This aligns with the proactive mindset they're looking for and will illustrate your capability to contribute positively to their operations.
We think you need these skills to ace Operations and Administrative Coordinator
Some tips for your application 🫡
Understand the Role: Take the time to thoroughly read the job description for the Operations and Administrative Coordinator position. Make sure you understand the key responsibilities and required skills, as this will help you tailor your application.
Highlight Relevant Experience: In your CV and cover letter, emphasize any previous experience that aligns with the responsibilities listed in the job description, such as document management, financial processes, or administrative support. Use specific examples to demonstrate your capabilities.
Showcase Your Skills: Make sure to highlight your organizational skills, attention to detail, and ability to multitask. Mention any relevant software proficiency, especially with Salesforce, QuickBooks, and DocuSign, as these are desirable for the role.
Craft a Compelling Cover Letter: Write a personalized cover letter that reflects your enthusiasm for the role and the company. Discuss how your proactive approach and growth mindset align with Planisware's values and how you can contribute to their success.
How to prepare for a job interview at Planisware
✨Show Your Organizational Skills
As an Operations and Administrative Coordinator, you'll need to demonstrate your ability to manage documents and processes efficiently. Prepare examples of how you've organized information or streamlined administrative tasks in previous roles.
✨Highlight Your Multitasking Abilities
This role requires juggling multiple responsibilities. Be ready to discuss situations where you successfully managed competing priorities, ensuring that all tasks were completed accurately and on time.
✨Familiarize Yourself with Relevant Tools
Knowledge of Salesforce, QuickBooks, and DocuSign is desirable. If you have experience with these systems, be sure to mention it. If not, show your willingness to learn new tools quickly.
✨Demonstrate a Proactive Attitude
The ideal candidate is proactive and resourceful. Share examples of how you've identified areas for improvement in past roles and taken the initiative to implement changes that benefited your team or organization.
