Operations Associate

Location: Folkstone, U.K. Office

Description Overview

Reporting to the Associate Director, the Operations Assistant provides general administrative to the U.K. employees and operations support in the Folkestone office. The Operations Assistant helps the Associate Director improve COS’ operations and develops new processes to enhance productivity and efficiency.

Responsibilities:

• Manage day-to-day office Operations in the UK
  • Liaison between building and facility management and the office
  • Manage replenishment of office supplies and maintain office appearance
  • Ensure equipment operation by completing preventative maintenance, calling for repairs and maintaining equipment inventory.
  • Replenish office supplies, perform inventory management (office and kitchen supplies), handle outgoing mail (regular, overnight/messenger requests/UPS, FedEx, etc.), coordinate vendors/deliveries
  • Manage incoming and outgoing post

• Maintains U.K. inventory and software user list and provides updated information to I.T. Director
  • Maintain the IT inventory, including cleaning laptops, wiping data, and preparing PCs for the employees.
  • Order and standardize all IT equipment.
  • Maintains software licensing user list
  • Manage access to DocuSign accounts.

• Manage all travel and accommodation needs of U.K. employees and executives as needed; manage expense reports for travelers; prepare and distribute itineraries ahead of travel; reserve transportation as necessary.
• Prepares expense reports for employees
• Organizes receipts for all UK operational expenses for reconciliation.
• Maintains petty cash system, including recording petty cash expenses and reports.
• Scans and uploads financial data, receipts, and reports to share drives.
• Schedules key meetings and manages conference room reservations

Shared responsibilities

UK On-Boarding

Contracts & Procurement Support

• Maintain COS Home SharePoint training site for employees with current information
  • Create CV folder for new hire, including granting permissions within the CV site
  • Upload training to COS Homesite
• Data Entry and updates of contract information in Trello
• Coordinate and track sponsor signatures on contract routing
• Distribute contracts upon signature
• Update QB with data retention requirements

Quickbase and Project Support

• Update QuickBase Activities Table when new projects are contracted
• Serve as backup to create folders (in Proposals and MSA paths of COS Office folder) when new projects are requested

Requirements

• Bachelor’s degree in business or related field
• Minimum of 2 years’ experience in similar operational roles
• High comfort and functional level in working with integrated software applications
• Proficiency in Excel, word, outlook, and access
• Familiarity with working in a global environment
• Excellent verbal and written communication skills
• Excellent interpersonal skills and a collaborative style
• A demonstrated commitment to professional, ethical standards of honesty and integrity in a diverse workplace

Candidates must submit cover letter and resume via the 'Apply' button above.

Advert information