Operations Administrator   

Posted by Charlotte Richmond

Background

We are looking for a Operations Administrator to join our growing Operations Team. You will work closely with the
Operations Director and Financial Controller in the following areas:

• Financial Operational processing - including expenses, purchase ledger, supplier onboarding, processing payroll

• Human Resources Operational processing

• Aiimi Operational Event/ Meeting Management including travel and accommodation booking as needed

• General company administration

We would like to hear from candidates with the following skills:

• Experience in a financial role or those beginning their career in accounting

• Confident using Microsoft Excel and other IT packages

• Strong communication and organisation skills, together with the ability to work efficiently and accurately in a
demanding environment

• A self-motivated approach and who are dedicated, hands-on professional

• An ability to work under pressure and meet required deadlines

Requirements of the Role

Financial Operational Processing
• Credit Checks for new customers – carry out credit checks against new/potential customers for Aiimi as requested by sales

• New supplier on-boarding and checks

• Prepare vendor information forms for potential clients for RFPs and/or as requested

• Payroll Administration – administration which needs to be carried out in relation to the monthly and annual payroll cycle, for example, protection and circulation of P60s, P11ds etc.

• Arrange Benefits meetings with Aiimi employees on successful probation

• Coordinate the accounts payable and credit control email accounts – ensure all emails are answered promptly and where necessary work with other Aiimi team members to resolve any queries

• Expense administration – check all expenses that are submitted are correct and raise any issues with the expense owner. Once checked, ensure the expenses are sent for approval, and then scheduled for payment

• Prepare Director Expenses – Collect receipts from the Directors of Aiimi and input their expenses ready for submission

• Prepare expenses related to clients where the arrangement is that expenses are billed back to the client

Human Resources Operational Processing
• Produce all relevant documents relating to new employees based on the Aiimi templates

• Coordinate the update of the employee handbook and MeisterTask as and when required

• Ensure all employee absence is tracked and requests for absence have been actioned

• Ensure the availability for each resource is kept up to date in TidyWorks – Holidays, Sickness, Training, other absence etc.

• Prepare letters to confirm outcome of probation meeting and diarise any subsequent actions into relevant people’s diaries

Contract Coordination
• Ensure all contracts and documents relating to Aiimi’s business i.e. NDA’s, partner agreements etc. relating to Aiimi are scanned and save on the appropriate system, file the paper copy

• Coordinate with the Sales team for contracts to be reviewed by the appropriate resources within Aiimi, and are signed by the appropriate level of authority

Aiimi Operational Event/ Meeting Management
• Coordinate with the operational management team, the organisation of the following events
o Aiimi monthly team meeting
o Bi-annual Aiimi Day sessions
• Coordinate with the operational management team/ board of directors, the organisation of the following
meetings (including distributing the agenda, minutes, collating and distributing meeting packs)
o Operational Board meetings and Medina House meetings

General Company Administration
• Coordinate the diaries of senior members of staff with respect to internal company activities

• Provide support for office changes and liaison with key suppliers

• Office Administration – ensure that the office has the appropriate equipment, refreshments and stationary as required by the staff

• Assist senior member of staff with relevant administration tasks as required

• General administration relating to Aiimi’s day to day operation - for example, visitors, client meetings, post, couriers etc.

• Any other activities that are deemed necessary for the successful delivery of the above responsibilities

Team Work 

Aiimi operates in a collaborative working environment and encourages all employees to work in conjunction with colleagues wherever possible, whilst also encouraging independent working.

Compensation

  • Competitive Salary!
  • Up to 10% of basic salary in flexible benefits (to include death in service and critical illness cover as standard plus private healthcare, dental, pension etc.)
  • Up to 10% of basic salary in bonus
  • 25 days annual leave plus Bank Holidays (you will receive an additional day of annual leave for every 2 years of your employment)

To apply for this role please email crichmond@aiimi.com