Operations Executive

• Project Management – responsible for planning, implementation and staff training on the following:

new voIP phone system, AirCall, improving overall end user experience while integrating with CRM

Automation of candidate registration interview scheduling, leveraging Outlook Calender, Calendly, Bullhorn Automation and Zapier Automation. This process saves the company a minimum of 20 hours per week.

Centralising internal company documents, policies and templates leveraging Sharepoint and MS Teams

Automation of monthly webinar event, Allen Associates HR Hub, invitations and registrations, leveraging Zoom Webinars and Zapier Automation to update existing contacts or add new contacts to the Bullhorn CRM

Automation of client email campaigns leveraging Bullhorn Automation and metrics for tracking engagement

Various operational process updates to the Temporary Division leveraging Bullhornm CRM/ATS, Bulhorn Automation, MS Teams and MS To Do, saving an average of 1.5 hours per day

Company processes and how-to Manual leveraging MS Notebook and Teams

• System Management & Maintenance – daily maintenance of Bullhorn CRM/ATS, AirCall voIP phone system, Calendly scheduling, Bullhorn Automation (formly Herefish), Zapier Automation and various other systems. System Issue tracking process implemented leveraging MS Teams and PowerAutomate. Troubleshooting and resolving system and IT equipment issues and/or liaison to various system technical support suppliers for escalations where necessary.

• Onboarding & Training – responsible for internal system configuration on new starter laptops once IT Management supplier configures machines, as well as training on internal systems and operational processes.

• Marketing – social media management and scheduling leveraging Paiger and Canva, Website maintenance via Umbraco platform, report compiling on Linkedin campaigns, GA4 analysis, build and launch of email campaigns leveraging Bullhorn Automation.

• General Operational Admin – ad hoc admin support to Senior Management Team (Managing Director, Marketing Director and Finance Director), weekly and monthly activity reporting on both Permanent and Temporary Staff Divisions as well as monthly Board reporting on all staff activities and performance, Management of staff availability for candidate registration interviews leveraging Calendly and Outlook Calendar integration, Manual maintenance of CRM data leveraging Bullhorn Automation notifications (duplicate records, mailable status updates etc), Inbox management and actioning where necessary before forwarding to the relevant departments; consisting of candidate registration requests from the company website, CV updates from current candidates and client remittance notices.

• Accounts Team – Continuously looking for and developing more efficient business processes, resources and sharing of best practices within the accounts team and the broader company; Accounts team email inbox management - response to queries received from internal providers, colleagues and other departments, escalating appropriately; Perform day to day financial transactions, including verifying, classifying, computing, posting and recording accounts receivables’ data; Supplier payments; Finalising and distributing of sales invoices; Credit control; Report building and maintenance across nominal, job, purchase and sales system programs; Nominal journal entries; Onboarding of new suppliers and clients; Processing employee credit card statements; Raising purchase orders for overhead costs

• System Migration & Maintenance – Migration from old accounting (Sage50) and job management (Adnet) systems to current all-in-one system (Paprika Software) all from a remote basis in October 2020. Implemented training of new software for all employees. Developed how-to guides on new system processes for employee hub. Maintaining personnel records, including HR program

• Training & Induction – Continuous training on system software (Paprika) for all employees. Onboarding and induction of new employees on general internal processes and basic training on system software

• bWell Committee Member - Planning and implementation of mental and physical well-being initiatives for employees. Recently aided in redesign and relaunch employee internal hub containing company information and resources (how-to guides, internal admin form and documentation templates, job documentation templates, head office info, social calendar)

• Event Assistant – Junior level production and events assistant on various client event jobs, i.e., Prince’s Trust Awards, NSPCC Childline Charity Ball, Just Eat British Take Away Awards, Porsche Taycan Launch Experience.

• Office Manager – prior to March 2020, management of office building and office contracts.

• Documentation - Preparation of all legal marriage documents necessary for each destination for eighty clients/couples, overseeing the various steps of the documentation process; document legalisation via the Foreign & Commonwealth Office in London, Translation where necessary, certification via the Greek Embassy where necessary and couriering all documents to the company’s local team coordinators in the various destinations.

• General Admin - Management of general admin email account, office phone voicemail, office stationery and tea kitchen supply orders

• Wedding Planning - Client liaison, supplier liaison and bookings of thirty-five clients/couples, without a handover from previous Wedding Planner who left suddenly

• Social Media Management - Planning and scheduling of Instagram and Facebook page content, management of social media inbox

• Social Media - Content research & design, strategy research & design, manager of social media management tool; e-Clincher.

• User Experience & User Interface - User experience design research, user interface design liaison & back-end software development liaison.

• Online Magazines - Editor of lifestyle & youth online magazine (aka E-Mags) content, content source research, RSS feed aggregation & testing.

• Office Operations - Management of the office calendar & communications, client liaison.

• New Inquiries & sales - Responsible for first response to prospective clients & supplying customized quotes as per client’s needs.

• Wedding Planning Process - International & local client liaison, supplier liaison & bookings, planning & styling/design guidance at each step of the wedding planning process.

• Wedding Day Coordination - Overseeing & coordination of all booked suppliers from setup to end of the event as well as management of the wedding party’s needs throughout the day.

• Office Administration - Client & supplier data compiling, social media data compiling, calendar management.

• Blog Creation - Creative writing for the Nicolette Weddings website blog spot.

IEB Syllabus - The IEB NSC is a South African qualification that is equivalent to the UK AS level Matriculated with bachelor’s degree pass