Operations Executive

What you’ll be doing:

This is an exciting opportunity to join the Location Intelligence Group as an Operations Executive. In this role you will be supporting and carrying out administrative tasks across the Location Intelligence Group for both the Sales & Delivery Teams, as well as providing administrative support to the Operations Manager (including occasional ad-hoc tasks from senior management).

As part of the Operations Team, you and be involved in the implementation of new processes, you will also take ownership of operations and administrative tasks. This role is busy & varied, no one day will be the same.

In this role you will be required to:

▪ Multi-task across several requirements at any one time, whilst being able to push back & prioritise accordingly.

▪ Respond immediately to requests from your internal stakeholders ensuring you communicate clear timescales, set expectations, and ask for clarification if unclear on the task.

▪ Be organised and diligent, completing your work efficiently and to a high standard.

▪ Be positive and proactive in supporting the teams

▪ Communicate tasks in progress clearly, explaining what can be achieved by when - as well as ensuring you highlight changes in deadlines.

Sales & Delivery Operation Support

▪ Booking internal and external meetings/training when required, arranging meeting rooms and providing any additional support needed. Ensuring all emails and invitations issued clearly communicate the agenda and timings.

▪ General administration duties when in the office.

▪ Administrative support around sales operations, such as processing of all sales order, sales forms, and royalty forms, among others and using NetSuite CRM. Ensuring all contracts have been received, signed and saved. Requesting software keycodes when required to do so.

▪ Allocating and keeping customer licence codes up to date.

▪ Sending monthly delivery confirmations.

▪ Raising project codes and assigning resource to them.

▪ Preparing termination letters and updating contracts when required.

▪ Arranging and sending data updates to customers.

▪ Providing NetSuite support, as and when required, ensuring it is kept up to date with customer & prospect records as well as contact details to enable efficiency within our sales team.

▪ Running the weekly delivery report, checking, and updating it accordingly before sending it to the Delivery Teams.

▪ Sending customer data via a secure link, delivering the password to the customer on a separate platform.

▪ Regularly attending meetings with Deliver Teams.

▪ Supporting and managing the Purchase Order process, chasing any outstanding payments if requested.

▪ Ensuring all customer correspondence is logged into NetSuite.

▪ Preparing for monthly team meetings by drafting the skeleton deck and collecting Slides received.

▪ Completing Supplier forms when required

▪ Support the onboarding and training of new starters to the team, from the initial pre-joiner forms through to setting up intro meetings for them and showing them how to access all the necessary documents & areas for their role. (Subject to your induction).

Additional Responsibilities

▪ The Operation Team is dynamic, and you may be required to perform ad-hoc tasks over and above those mentioned within this job description. These should be prioritised accordingly, dependent on who the requests have come from and other tasks you have in flight.

▪ Communication is key between you and the teams, whether it is regarding your progress of tasks assigned to you, or if you need to clarify any requests if you don’t fully understand what’s expected of you.

▪ Take ownership of your workflow and time management to ensure all tasks are completed diligently and on time. If you foresee a delay for whatever reason, this must be communicated to the relevant people as soon as possible.

▪ As a business we are always looking for efficiency of process – just because something is done a certain way, does not mean it’s the best way, you are encouraged to provide ideas, if you can see where a process or method can be improved.

▪ Co-ordinating the completion of Timesheets for everyone within the Location Intelligence Group, Property Consulting Group and Information Marketing Solutions Teams and delivering the monthly report to Finance by the 2nd working day of the next month.

As part of good governance, please be aware of the sales charter document and sales charter process documents which includes:

▪ Document all meetings detailing major points of discussion and actions points, in a written-up contact report (internal) that is accessible by the supporting teams

▪ Have a strong work ethic – work smart, plan, put in the required effort to get the desired outcome.

▪ Work collaboratively – proactively work with all teams, always respecting those around you.

▪ Ensure you follow Security, Compliance & Legal standards always.

▪ Always adhere to CACI’s core values – transparency, honesty, and integrity – we always do what’s right and we do what’s best for our clients.