Operations Coordinator (Ignite) - London

Job Purpose

The GPJ Ignite programme is an opportunity for immersive, hand-on experiences with the possibility of conversion to full-time employment upon completion of the programme. You do not need to be a current student to apply. We welcome recent graduates, and people returning to the workforce. The GPJ ignite programme is dedicated to helping you advance your career in Experience Marketing.

• Paid 6 month programme in a global, fast paced agency
• Working directly within the Agency Operations team with internal teams, clients and supplier partners
• You will receive thorough induction and training in your role within the department and wider agency

As Operations Coordinator you will provide support across all elements of Agency Operations undertaking responsibilities such as Key Client Account administration, agency initiatives and supporting the smooth and efficient running of GPJ’s London office.

Key Responsibilities

Client Account Operations Support

• Support the Account Operations Managers in administrative tasks across their key client accounts
• Opening projects in Deltek Workbook (GPJ finance and project mgmt software)
• Raising PO’s in Deltek Workbook
• Running time and third party cost reports from Deltek Workbook
• Maintain finance tracker documentation across client accounts
• Project reconciliation support
• Assist with preparing documentation for account teams such as client audits and budget recons
• Uploading of freelancer timesheets into Deltek Workbook
• Submitting freelancer invoices to the finance team for payment

Agency Operations

• Support on agency initiatives as required

Office & Reception Support

• Provide comprehensive support for office and reception duties, ensuring the smooth operation of the GPJ office.
• Assist with the coordination of internal events and meetings.
• Manage communications, including monitoring shared mailboxes and sending updates on Slack.
• Provide administrative assistance for senior agency management, including travel bookings and purchase orders.

Experience Delivery

• Opportunity to support the Integrated Production team to deliver a live experience onsite with potential travel abroad. Duties may include:
• Preparing quality written documents, such as crew briefing documents, simple production spec documents and schedules
• Keeping all relevant parties updated of project status and issues
• Producing on-site schedules
• Organising team travel for on site delivery
• Onsite event delivery

Your Background, Skills & Experience

• You’re adaptable and open to unexpected requests and ways of working (priorities and requirements can frequently change in an agency)
• You’re always willing to help other people within the team and across depts
• You demonstrate a calm and positive attitude
• You’re curious and eager to learn about GPJ agency operations
• You’re solutions focused/ creative problem solver – presenting solutions to roadblocks in order to move forward
• You are persistent and patient – persistence to follow up with internal stakeholders but demonstrate empathy in understanding colleagues’ workload. Showing patience when you experience ‘roadblocks’
• You’re decisive with the ability to make several decisions at the same time, and at pace
• You have a passion for systems and process