Job Context, Goal and Objectives
GHC has rapidly grown since its launch in 2020. We have a new strategy for 2024 and a new MD, and are entering a period of significant growth. As a consulting agency, GHC handles several complex and sensitive administrative processes to manage a) sales and clients, b) its 130 consultants, and c) its project portfolio. Until now, the CEO, and recently the MD, have been handling all administrative processes. GHC has recently migrated Monday.com as a central platform for all administration.
The goal of the Admin Coordinator (AdminCo) is to ensure timely, accurate and efficient implementation of all these workflows in full compliance with strict data protection practices. This will allow the MD and CEO to focus on strategy and growth.
Specifically, the AdminCo will work with and under the supervision of the MD to (objectives):
- Design and improve administration processes and workflows using our existing tools (SharePoint, Outlook, Monday.com) and exploring new tools (including other platforms and AI).
- Execute these processes ensuring compliance with client and internal policies.
Responsibilities
The responsibilities under each of the three domains will be in two phases: immediate (completed as soon as possible after onboarding), and ongoing.
- CLIENTS
Ongoing
- Support the CEO in identifying and managing new client prospects.
- CONSULTANTS
Immediate
- Complete the full migration of consultant data onto Monday.com, including data entry, file management and formatting CVs.
- Identify and address any compliance gaps in the existing consultant files, including references, CV formatting.
Ongoing
- Monitor new consultant applications for completeness and suitability, and flag/report the incoming application to the MD on a monthly basis.
- Complete the administrative processes to onboard successful applicants (as confirmed by the MD/CEO through interview), including executing reference checks, compiling documents, and formatting CVs.
- Keep all consultants’ information up to date.
- Prepare consultant contracts in collaboration with the MD and CEO.
- Support the MD in consolidating and improving these workflows.
- PORTFOLIO (including SALES)
Immediate
- Complete the data entry and file management for pipeline, approved and live projects.
- Update the GHC portfolio record (in Word), to be ready for sharing externally.
Ongoing
- Monitor tender announcements on a range of client webpages and procurement platforms.
- Prepare compliance and supporting annexes for bid applications as per the requirements of each tender, in support to the MD
- Maintain the data entry and file management for pipeline, approved and live projects.
- Support the MD and CEO in reviewing and executing client contracts.
- Maintain an updated GHC portfolio record.
- Identify relevant worldwide conferences for the CEO to participate in.
- GENERAL
Ongoing
- Attend weekly coordination meetings.
- Revise assignments’ Terms or References (ToRs) and share with consultants. Ensure the ToRs are complete and respond to all the items part of the GHC ToR checklist, and coordinate with the MD to request clarifications to the clients, before sharing with consultants.
- Ensure the project final packages are stored in SharePoint.
- Identify and manage suppliers for certain company services (printers, travel, etc.).
- Monitor data protection compliance and identify risks and solutions.
- Monitor workflow effectiveness and identify risks and solutions.
- Contribute to making all the above processes efficient for the teams, including the development of specific standard operating procedures (SOPs)..
- Manage the GoDaddy IT dashboard to create new email user accounts and monitor their validity to ensure uninterrupted operations.
It's important to note that responsibilities may vary, and additional tasks may be assigned based on the needs and in discussion with the candidate.
Career Value and Progression
GHC is entering a period of growth, and most of our formal processes are in their infancy. The successful candidate will be involved in the formalization, trialing and iterating of these processes, whilst also having significant responsibility for the accuracy and protection of the data itself. This would suit an early-career candidate ready to move on from their first or second job, who is keen to take on more responsibility with a growing medium-sized company.