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About the role and the team
The Operations Support Specialist will be responsible for providing administrative and operational support across multiple functions within the EU (UK & DE). This role will focus on contract management, financial operations, vendor onboarding, partner coordination, and general process support to ensure seamless operations within the organization.
This role is ideal for an individual who enjoys working in a fast-paced environment. If you are meticulous and proactive, we encourage you to apply!
What you Will Accomplish:
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Support the primary point of contact in optimising ways of working cross regionally
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EU contracts, payments, vendor onboarding, and partner management.
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If required support for USA contracts, payments, and operational needs.
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Support EU marketing operations, including planning, OpEx management, and production approvals.
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Track and update budget documents, external trackers, and procurement systems.
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Coordinate the approval and processing of purchase orders (POs).
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Assist in reviewing and routing contracts, including follow-ups in Icertis and Aravo.
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Handle supplier payment troubleshooting and new vendor onboarding and ensure timely processing.
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Maintain various tracking documents, including department SOW trackers.
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Support on Internal communications across the Global Marketing organisation
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Provide offsite and team event support, including agenda coordination and large event co-ordination.
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Assist with onsite shoot logistics.
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Participate in global finance meetings and procurement syncs.
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Facilitate quarterly and annual contract and budget reconciliations.
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Assist with organisational change initiatives and organizational updates and supporting ways of working changes.
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Conduct daily check-ins with leads and collaborators.
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Support in weekly budget reviews and procurement sync updates.
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Attend monthly and quarterly planning meetings to support budgeting and vendor management.
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Maintain clear documentation for end-of-year (EOY) audits and compliance reviews.
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Assist with refreshing operational processes, meeting cadences, and communication channels.
What You Will Bring
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Experience: Demonstrable experience in an operational, finance, or administrative support role.
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Technical Skills: Proficiency in Google Workspace suite.
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Communication: Strong interpersonal and collaborator management skills. Confident presenter and comfortable building presentations.
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Meticulous: Ability to supervise and lead multiple financial and contract-related tasks.
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Problem-Solving: Experience troubleshooting payments and vendor issues.
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Project Management: Ability to support offsite events and coordinate operational initiatives.
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Experience with large corporation in UK or US
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Willingness to travel occasionally and be accommodating of global hours across US and European timezones
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