Planisware is a global provider of software solutions for project portfolio management. We have 14 offices globally and proud to be certified as a Great Place To Work.
We work with the likes of Astra Zeneca, Martin Baker, BAT and GSK to help them bring about life changing innovations.
Our solutions are recognised as an industry market leader by Gartner, Forrester and IDC. We are looking for an Operations and Administrative Coordinator to help streamline our admin and processes as we are poised for our next stage of growth.
Job Description:
Overview
The Operations and Administrative Coordinator will provide comprehensive support across all business functions, ensuring efficient processes, accurate documentation, and effective administration. This role requires a proactive, detail-oriented individual capable of handling a diverse range of tasks, from managing document repositories and financial processes to supporting sales, projects, and HR. The ideal candidate will thrive in a fast-paced environment and possess a keen ability to multitask while maintaining high standards of accuracy and organisation.
Key Responsibilities
Documents and Information Management
* Maintain and organise all document repositories, ensuring accessibility and accuracy.
* Oversee customer information management within the PSA (Professional Services Automation) system.
* Administer and police project progress reports, flagging gaps to the necessary teams.
* Manage and issue terms, DPAs, NDAs, and supplier contracts while maintaining contracts register.
* Ensure consistent and accurate usage of DocuSign for all contractual and procedural needs.
Financial Administrative Support
* Support finance with bank reconciliations and the dual payments process to provide segregation of duties.
* Conduct accurate checks on submitted expenses, including analysis, receipt validation, and VAT compliance.
* Support month-end tasks, including payroll gathering monthly information to pass to Payroll team to ensure correct payments made.
* Complete annual asset impairment review.
* Raise and manage purchase orders (POs) and dummy POs in PSA, ensuring alignment with QuickBooks records.
* Raise sales invoices in PSA and provide details to Finance for QuickBooks.
Sales and Customer Support
* Issue sales literature through platforms such as Highspot.
* Support existing customer proposals, renewals, and RFx-related administrative tasks.
* Conduct prospect research and manage customer proposal documentation.
* Monitor and ensure accurate data entry and governance within Salesforce.
Operational and Project Coordination
* Manage the UK Wiki, keeping it updated and relevant as a key knowledge resource.
* Monitor project progress and maintain accurate records within PSA.
* Support general PMO (Project Management Office) tasks, ensuring smooth project execution.
* Compile BAT consumption reports.
HR and Office Administration
* Provide administrative HR support to the functions, including managing personnel records and related tasks.
* Handle general office administration, including supply management and day-to-day operational needs.
* Supervise payroll details and ensure timely submissions each month.
Executive and IT Support
* Provide some Executive Assistant (EA) support to the CEO, managing schedules, priorities, and correspondence.
* Assist with IT support needs for the office
Key Skills and Attributes
* Proficiency with Salesforce, Accounts systems (QuickBooks) and DocuSign desirable and ability to learn new systems.
* Strong organisational and multitasking abilities with high attention to detail.
* Analytical mindset for expense checking, VAT analysis, and financial reporting.
* Effective communication skills (written and oral) to collaborate with teams and stakeholders across functions and the group.
* Adaptability to handle a variety of administrative and operational tasks efficiently.
* Proactively look at office process improvements.
* Positive mental attitude with a very active growth mindset to support the Management Team.
* Proactive, resourceful, and capable of managing competing priorities.
Career Development
This role offers exposure to multiple facets of business operations, providing opportunities for growth in areas such as project coordination, financial and executive support. The Operations and Administrative Coordinator will gain valuable experience in a dynamic, fast-paced environment and contribute significantly to the company’s success.
The role also offers opportunity to possibly grow a Business Operations Centre for the business.
Why join Planisware UK?
* Office based for first year with flexible hours, 3 days in the office per week.
* Located in MediaCityUK, Salford with great local transport links.
* 25 days holiday
* Access to weekly French lessons
* Health Insurance for you and your dependents (after successful completion of probation)
* Enhanced pension contribution (after 3 months) – operated through a salary sacrifice scheme.
* Car parking allowance in MediaCityUK
* Enhanced parental and paternity leave
* Private dental/vision insurance alongside health cash plan
* Company Kick Off trip and regular social events.
* Cycle to Work Scheme
Salary to be discussed during interview stage.
Deadline to apply 23rd March 2025.