Operations Coordinator

Job Title: Operations coordinator

Team: Operations

Job Context: Reports to Operations Manager Nordics

Direct Reports: N/A

Location: Inizio operates a Remote Working Policy where the jobholder will be expected to be present at our office in Stockholm for a minimum of 3 days each week

Job Purpose/Overview:

To support the Nordic Operations- and Growth Team in operational delivery for our Clients and our Field Force. To liaise with support functions to ensure operational excellence

Duties & Responsibilities:

• Responsible for ensuring Operational Excellence in support of client projects and across head office support functions, ensuring smooth running of internal processes

• Actively participate in Project Team Meetings

• Participate in meetings, client meetings and project team activities where applicable

• Preparation of data for presentation at Client Quarterly Business Reviews where applicable

• Support with the integration and roll out of new systems or business initiatives when applicable

• Proactively identify and implement best practice, processes and efficiencies and identify ways of improving efficiency and profitability of the Operations function

• Conduct Compliance checks and ongoing monitoring of SOP completion ratesPoint of contact for field employees and clients where applicable

• Work with Fleet to ensure no outstanding Fleet related tasks

• Co-ordinate meetings, flights, accommodation and meeting rooms

• Assist CM and Leadership team with administrative task

Operational Finance Support:

• Approve and check all timecards, working in conjunction with the Project Manager to ensure all field billable roles have entered their time into the system where there is not a 1st line Ashfield Manager

• Ensure Project requirements captured within the ‘Invoicing documents, including Fee arrangements (e.g. Daily Rate/Fixed Fee) and Re-charge details are correct and updated for all billable projects

• Proactively support the Project Manager with Fee; Re-charge, and Purchase Order related tasks as and when required

On-boarding & Training Support:

• Support the Managers with the facilitation of the Company Induction.

• Responsible for ensuring all field employees have registered and completed their required compliance trainings in VITA and govern all needed company policies and that our records are up to date and there are no outstanding tasks.

• Diarise check-in calls with all new starters to take place a minimum of 3 weeks after they have started

Skills:

• Self-driven with a clear focus on high quality, accuracy and attention to detail

• Ability to work to regular and tight deadlines

• Computer literate with all Microsoft packages

• Excellent face-to-face, telephone, and written communication skills with stakeholders at all levels

• A commitment to excellent customer service

• Ability to organise and prioritise workload, maintain confidentiality, and produce/process documents accurately

• Ability to simplify and explain complex information, both verbally and in writing.

• Use Initiative and be proactive

Our Values:

We want to ensure that working at Inizio Engage is as enjoyable and rewarding as possible for everyone here, with clear expectations in terms of how we interact, and what we expect from each other.

Our Pledge:

Inizio Engage Nordics is part of Inizio, we value inclusivity, recognize the power of diversity and inspire the next generation of change-makers. We are an equal opportunities employer. We believe in creating a dynamic work environment that values diversity, equity and inclusion. We strive to recruit from a diverse slate of candidates and foster an environment that provides the right conditions for long-term success. We welcome all applications regardless of race, colour, religion or belief, gender, gender identity, age, national origin, marital status, military veteran status, genetic information, sexual orientation and physical or mental disability.