Business Coordinator

\”POLARIS offers the opportunity to have direct control over my career. I am constantly involved in decisions that impact the direction and performance of the company.\”

Emily North

Marketing Manager

Overview

This role is to support the MD in unblocking deliverables and getting them across the line every day. You will be involved in all aspects of the business, working largely across operations, key projects, planning, sales, marketing, and general administration. This role is suited to someone that celebrates achievement and has a strong track record of success by managing people and processes.

Coordinating and Owning Sales Administration

• Owning our Zoho CRM system to manage business wide functions across ops and sales.
• Supporting sales admin by scheduling calls and meetings.
• Managing and supporting the preparation of sales proposals using PowerPoint.
• Creating and periodically pulling dept optics reports for the MD.
• Learning about sales navigator in LinkedIn and using it to manage prospects and driving new business for POLARIS.
• Establishment of sales processes, routines to follow and reports, all documented inside company administration bible.

Operations

• Making sure existing processes and systems are all used as intended across the business, particularly operations and sales.
• Administer new accounts into the team by owning the onboarding process, handling the account transition from sales to operations and ensuring a swift start with excellent service being experienced by the new customer.
• Develop and manage a freelance network to be contracted in to gap fill hours and resource needed to support delivery team and ensure client hours are fulfilled when at capacity.
• Chairing and attending a 2-day planning SoW session every month to plan the following months activity for the team, primarily around client projects and deliverables but also around agency marketing, key account deliverables and AOB.
• Pull and share optics reports to management on a weekly and monthly basis to ensure business is operating against expected standards set by the MD.Work with an external CRM manager to continue to enhance the CRM system for increased efficiency and productivity.
• Updating and managing the business tracker with new clients, lapsed accounts, billable projects, etc.
• Coordinate a monthly company update, collaborating with the team.
• Collating and digitally filing all receipts and invoices for expenses in the business.

HR

• Administering HR for the team including holiday requests, absences etc. through company HR system.
• Processing new starters, and contractors using agreement templates from HR agency.
• Logging absences and other general HR duties.
• Manage a team social budget for monthly and quarterly socials.

Requirements

• Min 1 years’ experience in a Personal Assistant / Team Coordinator role.
• Experience of coordinating people and projects using processes with measurable outcomes.
• Excellent Microsoft excel skills, comfortable with numbers and budgets.
• Comfortable with CRM systems, able to navigate how systems work and understand how to improve them for the benefit of the company.
• Must be able to work from Beaconsfield and Central London when required.
• Comfortable working minimum 3 days a week in person.
• Process driven, able to work processes, hold others accountable to processes and create new processes to increase efficiency.
• Excellent communication skills both written and verbal.
• Courteous and professional, able to manage colleagues through a firm but respectful approach.

This is a hybrid role, working a minimum of 3 days a week in person from Beaconsfield and Central London.

Package and Benefits

Salary: £30,000 – £33,000 based on experience.

• 25 days holiday – with length of service increases.
• Inclusion in annual profit share.
• Birthday off.
• Loyalty holidays – complete 2 or more years of service at POLARIS and accrue 1 day extra per anniversary (up to 6 days).
• Christmas and New Year staggered hours.
• Company events and social every month and quarter.
• A collaborative and supportive team environment.
• Opportunities for professional development and career growth.
• Flexible working arrangements (hybrid office/remote model).