Operations Executive – Flexforce Full Time 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 knowledge 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.

Acosta Europe’s Flexforce team is the UK’s largest dedicated data driven tactical agency. You will work collaboratively to achieve operational excellence on all client activities across our Flexforce business, helping to drive high standards of field performance, insightful and timely reporting to clients and delivering targeted revenue and profit.

Job Title: Operations Executive

Salary : Competitive

Hours per week: 37.5 Hours

Main purpose of the 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

Key Tasks and Responsibilities

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
• Picking, packing and franking of field mail out and required entering of costs into Flexforce system
• 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 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 in line with activities
• 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

Fleet Management

• Support with booking/ managing hire cars
• Main point of contact for all fleet related queries updating all relevant systems
• Accidents
• Managing deductions for driving offences, damages to hire vehicles

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 call file
• Highlighting closed store to Insight team for management of master databases
• Use of Geoplan territory planning tool

Reporting

• Completing basic reporting, where no analysis of data is required (downloads into charts / graphs / reports) with use of basic formulas such as vlookups
• Support Account Manager with Day 1 insight and reporting

Support for Account Briefing Process

• Ensure activity briefs are produced (if appropriate) and sent to the field
• Ensure any visual aids are compiled for the field
• Ensure relevant information is set up in relevant systems

Financials

• Management of inbound expense claims from sub-contractors and entering onto Flexforce system

Client Communication (if applicable)

• First point of contact for the client regarding operational queries

New Business (if applicable)

• Support as appropriate with New Business Projects

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

Other Requirements

• Minimum of 1 day in the field and 1 meeting attendance per quarter
• Regularly always 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)

Guiding Principles

Our culture is at the core of everything we do. Our relationships and behaviours are interwoven with our Guiding Principles which represent who we are, what we stand for and how we conduct ourselves.

To safeguard our culture, everyone in Acosta Europe aspires to and operates in-line with our Guiding Principles:

Acosta Europe is an equal opportunities employer.

Our mission is to welcome everyone and create inclusive teams.

We celebrate difference and encourage everyone to join us and be themselves at work!

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.