Operations Coordinator

Cortex Reply is a specialist consultancy within the Reply Group, focused on helping organisations adopt and scale AI-enabled, cloud-native solutions — particularly in highly regulated sectors such as financial services and central government. We combine deep technical expertise in cloud architecture and applied AI with a pragmatic understanding of our clients’ business challenges. Our work spans modern infrastructure, FinOps, and AI application development - helping clients turn complex requirements into secure, scalable, and high-impact platforms.

As an Operations Coordinator, you will ensure the smooth running of our consulting business by supporting both financial and operational processes. This role bridges finance, resource management, and operational delivery, providing essential support to leadership through accurate reporting and forecasting. You will be responsible for maintaining financial accuracy, assisting with commercial processes, and coordinating effective resource planning across projects. Your attention to detail and organisational skills will be vital in driving operational efficiency and supporting business success.

Responsibilities

• Manage and maintain accurate project and resource forecasting, as well as client Statements of Work (SoWs), Purchase Orders, and invoicing processes.
• Monitor accounts receivable, support credit control activities, and manage internal Purchase Orders in line with operational needs.
• Support CRM‑based quoting processes and oversee the leadership expenses process.
• Oversee monthly timesheet approvals and ensure accurate time, holiday, and sickness recording in line with internal policies.
• Produce monthly leadership reports summarising financial performance, utilisation, non‑billable time, trends, and project pipeline.
• Maintain and update the resource tracker, identify resourcing gaps or bench risks, and facilitate regular resourcing discussions with Delivery Managers and leadership.
• Coordinate logistics for meetings, travel, and team events, and support the planning and delivery of team events and offsites.
• Support onboarding, role changes, and offboarding processes for team members, manage company assets, and attend leadership meetings to capture and track actions.

About the Candidate

• Experience in finance, operations, or project coordination, with a strong understanding of financial processes such as invoicing, forecasting, and revenue tracking.
• Highly organised with excellent attention to detail and the ability to manage multiple priorities effectively.
• Comfortable working with data, reporting, and performing analysis using Excel.
• Strong stakeholder management and communication skills, with experience engaging senior leadership.
• Proactive and solutions‑oriented mindset, showing initiative in problem‑solving and process improvement.
• Comfortable exploring and leveraging AI tools to enhance productivity and operational efficiency.
• Experience supporting project‑based financials, month‑end processes, resource planning, and coordinating cross‑functional teams.
• Confident in presenting information and building presentations using tools like PowerPoint, Canva, or AI‑driven platforms.

Reply is an Equal Opportunities Employer and committed to embracing diversity in the workplace. We provide equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type regardless of age, sexual orientation, gender, identity, pregnancy, religion, nationality, ethnic origin, disability, medical history, skin colour, marital status or parental status or any other characteristic protected by the Law. Reply is committed to making sure that our selection methods are fair to everyone. To help you during the recruitment process, please let us know of any Reasonable Adjustments you may need.