Operations Executive - Flexforce

at  Acosta

Job Type: Full Time
Contract Type: Permanent
Join Acosta Europe and work with some of the most exciting and globally recognised brands while being rewarded with a role you will genuinely enjoy.
We are seeking an Operations Executive for our Flexforce team to join our team working on a ‘Hybrid’ basis in our Head Office in Central Woking (Parking is provided or for any train travellers we are right next to the train station!) .
Could you bring the tenacity and creativity that could add value to Flexforce and Acosta Europe. If so, we can offer the opportunity for your experience and knowledge to grow whilst you develop your career in a supportive and dynamic environment.
Job Title: Operations Executive
Reporting to: Account Manager
Salary : £25,000
Bonus: 5% Performance based
No. Of Hours : 37.5 Hours per week
Main purpose of role: The Operations Executive role is the heart of the Administrative process within Flexforce. We are passionate about delivering first-class support to our teams and clients, tailored to meet and exceed their needs. We are driven to achieve operational excellence and to develop our skills in line with the clients’ and business’ needs

OTHER REQUIREMENTS

• Minimum of 1 day in the field every two months
• Regularly read and follow Company policies and procedures. Polices can be found on the intranet or by asking a member of the HR Team.
• Take personal responsibility to comply with Health & Safety Regulations
• Take responsibility for your own personal development and ensure all mandatory training is completed on time
• Adhere to all General Data Protection Rules and policies (GDPR)

Administration & Data Management

• Creating, sending and completing responses to booking sheets via e-mail, text and phone
• Data checking downloaded reports for accuracy, relevancy and field performance
• Flagging issues to relevant Account Manager
• Tracking van sales invoices versus receipts and highlighting discrepancies
• Providing phone support/e-mail support for sub-contractors on all in bound queries including booking, POS deliveries and/or briefs
• Provide a positive and professional image of Flexforce with all internal and external communications

Technical

• Support with loading of relevant scripts in line with client objectives across all activities considering the reporting requirements during set up
• Support with testing of relevant scripts to ensure accuracy to brief
• Scripts to be in line with standard process
• Support for field team with reporting software queries
• Communicate completion of updates together with any potential impacts to users
• Load store lists and ensure are made active on correct dates

Call file Management

• Ensure calls are added/ removed when required and that address and sub-contractor details are always accurate
• Support with any requirements for changes to store lists
• Highlighting closed store to Insight team for management of master databases

Reporting

• Create photo reports, for delivery to clients, that highlight the impact of field rep actions in stores
• Support Account Manager with insight gained from speaking with field reps and reviewing downloaded data

Client Activity Briefing Process

• Ensure activity briefs are produced and sent to the field
• Ensure any visual aids are compiled for the field
• Ensure relevant information is set up in all required systems

Financials

• Management of inbound expense claims from sub-contractors and entering onto Flexforce system
• Accurate provision of job codes for internal and external reasons to ensure accurate tracking of financial result per activity

Client Communication (if applicable)

• First point of contact for the client regarding operational queries

Client Review Presentations (if applicable)

• Help in building client review presentations
• Analysing required operational information, and ensuring the output is relevant for the client’s needs
• Building PowerPoint presentations to simplify the findings and outputs

Strategic Direction

• To play an active part in the strategic direction of the client accounts and business
• To review and propose new ways of working for current processes / procedures