Business Operations Assistant

Job Description: Business Operations Assistant Position: Business Operations Assistant Department: Administration Reports To: Practice ManagerOffice Based Position Overview: As a Business Operations Assistant , you will assist the Practice Manager in carrying out their duties by providing comprehensive administrative support. Your responsibilities will include helping with the management of key systems such as Pipedrive CRM, ASANA, Everhour, and Xero, as well as handling customer enquiries, assisting with invoicing, and ensuring compliance with data entry processes. This role requires strong organisational skills, attention to detail, and the ability to manage multiple tasks efficiently. Key Responsibilities: Administrative Support: Provide day-to-day administrative assistance to the Practice Manager, including scheduling meetings, managing correspondence, and organising files. Assist in the preparation of reports, presentations, and other documentation as needed. o Help coordinate and facilitate team meetings, training sessions, and internal events. Systems Management Assistance: Support the management of Pipedrive CRM, ASANA, Everhour, and Xero by ensuring data is accurately entered and maintained. Assist in troubleshooting system issues and liaise with technical support if necessary. Provide basic training and guidance to staff on the use of these systems as directed by the Practice Manager. Process Compliance: Help monitor team compliance with established processes, particularly in data entry and system usage. Conduct periodic checks to ensure that data entered into the CRM, project management, time tracking, and financial systems is accurate and up-to-date. Assist in implementing process improvements to enhance efficiency and effectiveness across the practice. Customer Enquiries and Care: Handle customer enquiries, ensuring they are directed to the appropriate team members and resolved promptly. Assist in managing customer feedback, including collecting and documenting feedback to help improve services. Support customer care initiatives to ensure high levels of client satisfaction and loyalty. Invoicing and Financial Support: Assist with the preparation and processing of invoices, ensuring they are accurate and issued in a timely manner. Help monitor outstanding invoices and support debt chasing efforts to ensure prompt payment. Provide assistance in maintaining financial records and supporting the Practice Manager with business financing activities. Office Administration: Assist with general office duties such as ordering supplies, managing office maintenance, and ensuring the office environment is organised and efficient. o Help manage incoming and outgoing communications, including emails, phone calls, and mail. Team Coordination: Work closely with the Practice Manager to ensure smooth operation and coordination of administrative tasks within the team. Foster a positive and collaborative work environment by supporting team members in their roles. Social Media Management: Assist in managing the company’s social media accounts, including content creation, scheduling posts, and monitoring engagement. Develop and implement social media strategies to enhance the company’s online presence and brand visibility. Respond to comments and messages on social media platforms, ensuring timely and professional communication. Track social media performance metrics and prepare reports to share insights with the Practice Manager and other team members. ISO Compliance: Assist the Practice Manager in ensuring that all relevant information is communicated to the Compliance Manager/Quality Officer relating to customer recommendations, complaints and opportunities for improvements.Assist the Quality Officer in periodic quality checks. Support customer care initiatives to ensure high levels of client satisfaction and loyalty. Health and Safety: Manage health and safety issues in your area of responsibility in line with the relevant section(s) of the Magnitude Health and Safety Policy Skills and Competencies: Organisational Skills: Strong organisational skills with the ability to manage multiple tasks and priorities effectively. Attention to Detail: Meticulous attention to detail, particularly in data entry and document preparation. Communication Skills: Excellent verbal and written communication skills, with a professional and courteous approach to client and team interactions. Technical Proficiency: Familiarity with CRM systems, project management software, time tracking tools, and financial management platforms. Proficiency in Pipedrive, ASANA, Everhour, and Xero is advantageous but not required. Problem-Solving: Ability to assist in identifying issues and contributing to effective solutions. Teamwork: A collaborative mindset with the ability to work effectively within a team environment. Adaptability: Willingness to learn new systems and processes and adapt to changing demands. Qualifications: Experience: Previous experience in an administrative or office support role Experience:2 + years’ experience in the construction sector (desirable) Experience with CRM, project management, or financial systems (desirable) Skills: Basic proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with office management software. Professionalism: Demonstrate a professional attitude, with a strong work ethic and a commitment to supporting the team. Professional Development: Training: Opportunities to receive training and develop skills related to administrative and office management tasks. Experience: Gain valuable experience in a professional setting, with exposure to various aspects of practice management. Career Growth: Potential for career advancement within the administrative team or other areas of the company. Technology: Continuous exposure to the latest industry software and practices. The above list is indicative and not exhaustive. The Business Operations assistant is expected to carry out all such additional duties as are reasonably commensurate with the role.

Created: 2025-08-01