Operations Associate

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OperationsOperations Specialist

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Quick Summary

Key Responsibilities

Collaborate with internal stakeholders to gather, organize, and manage all necessary documentation and information in relation to new opportunities and the update of relevant systems.

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OperationsOperations Specialist

As a member of the Operations team, you will play a pivotal role in supporting the efficiency and effectiveness of our operations within Lumanity HE & HTA. Your primary responsibility will be to provide seamless support to our Internal Consultants, Technical Teams, Subject Matter Experts, members of the Operations team and other HE&HTA staff, throughout the entire lifecycle of opportunities and their management. Your meticulous attention to detail, data analytical capabilities and administrative support will contribute to the continued success and growth of our team, business unit and company.

Responsibilities

~4 min read

→Opportunity administration and management:

→Collaborate with internal stakeholders to gather, organize, and manage all necessary documentation and information in relation to new opportunities and the update of relevant systems.
→Management of the HE&HTA Operations team email inbox, triage requests within the team and ensure timely handling of communications that follow our timelines for response.
→Collate and analyse RFI and RFP information to provide insight into opportunity volume across client accounts that includes trends analysis across multiple data points (e.g. client service lines, therapy areas, indications) as well as building out and maintaining an RFI data repository that enables faster and accurate responses to future RFIs.

→CRM and other relevant systems accuracy, management and analysis:

→Ensure accurate and up-to-date information in the CRM and Project Management systems, including opportunity data, budgetary information and accuracy of commercial terms and their implementation.
→Regularly monitor and maintain data quality, hygiene, and integrity within the CRM system and Project Management system and associated commercial operations tracking files.
→Analysis of budgetary information to provide insights that informs future budget approaches. Analysis will include but is not limited to:
→Potential Margins on proposed projects
→Project profitability across accounts and service lines
→Identification of potential service lines that can then inform future prioritisation of sales and technical team focus

→Budget Review, Presentation and Tracking:

→In collaboration with Proposal / Project Leads, undertake the review and refinement of project budgets and constructively support and challenge as appropriate. Ensure budget reviews and other budget processes are undertaken with ‘winning’ the proposal in mind, and are aligned, wherever possible, with client expectations and agreed commercial terms.
→Be responsible for the completion and presentation of externally facing budget grids in the required client format, and the creation and presentation of invoicing schedules according to our own, or client-specific, commercial terms
→Ensure compliance with commercial terms and support project teams on the correct implementation of these.
→Flag proposed budget margins with relevant stakeholders for approval

→Cross-Functional Collaboration and Communication:

→Foster strong communication and engagement among internal stakeholders, enabling effective teamwork and knowledge sharing.

→Systems and Process support:

→Work with teams to implement streamlined workflows that add value internally without negatively impacting upon our external credibility. This may include supporting implementation and tracking of how processes are implemented and followed and aiding correction to implementation with staff as appropriate
→Support existing systems and processes, promoting their adoption and implementation across HE&HTA and the wider Lumanity business as appropriate.
→Understanding of how systems and processes interact within and across our function to ensure accurate application of processes and data entry, and an ability to communicate these processes with relevant stakeholders accordingly.
→Identify areas of potential efficiency and synergy gains from within current ways of working, utilising data and analysis to build the ‘case for change’

→Knowledge Repository Building & Management:

→Support and provide maintenance of proposal & pitch content and examples within our central resource library, track and flag ‘gaps’ to ensure wider team support adding content as needed.
→Support maintenance of our team knowledge repository (Commercial Vault) containing relevant market intelligence, best practices, experience & capabilities and thought leadership.
→Provide insights from analysis of external data sources (such as Global Data) to support:
→Targeting & segmentation of accounts
→Account insight to support sales team activities
→Market insight to support key themes and trends that inform business planning

→Quality Maintenance and Attention to Detail:

→Uphold the highest standards of quality, accuracy, and consistency in all operational activities and deliverables.

→Dashboard maintenance:

→Help to maintain dashboards and performance metrics to track operational effectiveness, the impact and value of the role, in order to support data-driven decision-making.
→Help to build dashboard in places where further visibility of impact is required within Commercial Operations & Strategy team.

Requirements

~1 min read

Expertise in using CRM systems, Project management/budget systems and use of analytical tools / software to inform data driven decisions
Bachelor of Science or Arts degree in a relevant field
Relevant experience in a sales, marketing or other commercial role
Experience in a professional services, healthcare or research focused organization, and/or experience in the Biopharmaceutical industry is highly desirable, but not essential
Experienced in the use of MS Office, including Excel, PowerPoint and SharePoint