Operations Administrator

Actionstep is a pioneer in the development and sale of software-as-a-service (SaaS) products, specializing in the delivery of Legal Practice Management software.  We are a fast growing, dynamic business with a global customer base of more the 30,000 and a team of over 180 in the USA, Australia, UK, Canada and New Zealand.    

This role reports to the Controller in the Finance Team.  The Finance Team is responsible for ensuring that financial operations are handled efficiently and that administrative functions support the overall goals of the global business.  

The Operations Administrator plays a crucial role within the Finance Team by ensuring the smooth and efficient running of operational and administrative tasks that support the Finance Department and wider Actionstep Teams.  

THE PURPOSE OF YOUR ROLE 

The Operations Administrator is responsible for overseeing the administrative operations of the global company, ensuring that day-to-day office operations are efficient and aligned with the company’s strategic goals. This role combines administrative support with office coordination, vendor management, facilities oversight, and assisting with general office operations. The Operations Administrator plays a critical role in supporting the company's leadership and staff by maintaining office systems, managing resources, and fostering a positive office culture. 

WHAT YOU WILL BE DOING 

In this role, you will… 

Global Office Operations Management: 

• Oversee the smooth operation of office environments, ensuring all locations have the resources they need for effective operation, including facilities management, office supplies, and equipment. 

• Act as the point of contact for staff inquiries related to operational and administrative processes. 

• Manage relationships with vendors and service providers for office supplies, IT support, office furniture, cleaning, and other facilities-related services. 

Travel Management: 

• Oversee the maintenance of Actionstep’s travel management system (TravelPerks), ensuring it aligns with company policies and optimises travel bookings for employees. 

• Ensure that all travel bookings (flights, hotels, car rentals, etc.) comply with Actionstep’s Travel Policy, while managing budgets, cost controls, and ensuring that employees have the resources they need for business travel. 

• Coordinate travel arrangements for Executives, Teams, or Departments, including booking flights, accommodations, transportation, and any other logistics needed for business trips. 

• Manage relationships with travel agencies or third party travel providers to secure the best rates, negotiate contracts and ensure high levels of service for employees. 

• Track travel expenditures, generate reports for the Finance Team, and ensure that travel budgets are adhered to. 

• Analyse travel trends to identify potential savings opportunities. 

Employee Expense Management: 

• Manage and enforce Actionstep’s Employee Expense Policy, ensuring that all submitted expenses are in compliance with internal guidelines. 

• Oversee the submission, approval, and reimbursement of employee expenses, ensuring timely processing of expense claims while adhering to budgetary limits. 

• Review and approve employee expense reports, ensuring that all supporting documentation (receipts, invoices, etc.) is complete and accurate. 

• Administer and maintain Actionstep’s expense management system, providing training and support to employees on how to submit and track their expenses. 

• Track and analyse overall employee expenses, providing regular reports to Finance and Leadership Teams on spending trends, budget adherence, and opportunities for cost savings. 

Event Planning: 

• Plan and execute company events, including team-building activities, leadership offsites, and social gatherings. 

• Coordinate logistics for events, such as venue selection, vendor negotiations, catering, and technology setup. 

• Manage event budgets, ensuring cost-effectiveness while delivering a high-quality experience. 

• Collect feedback post-event to assess success and identify areas for improvement. 

Human Resources Administration 

• Assist in new team member onboarding: 

• Gather biography/photos from new hires during their first week 

• Create New Hire slides for the monthly Townhall meetings 

• Assist in collection of new hire paperwork (email new employees to follow up on key documents) 

• Enrol new North American employees in the online Employee Store (initiate request for onboarding “package” in time for their first day) 

Health & Safety: 

• Ensure compliance with local health, safety, and environmental regulations across all global offices, and maintain a safe and healthy work environment for employees. 

• Assume responsibility for your own and others safety and wellbeing, following all safety and wellbeing procedures and instructions, including reporting hazards, incidents and accidents and participating in safety and wellbeing initiatives and programmes as required. 

Relationship Management: 

• Build and maintain strong working relationships with all internal and external parties ensuring transparent, proactive and effective communication always. 

• Attending and proactively contributing to employee and internal meetings with the view to add value in a constructive manner. 

Professional Development: 

• Actively looking to build own career through delivery of self and assisted professional development initiatives. 

• Being a thought leader both within Actionstep but also in the wider industry.  

• Staying abreast of position best practice patterns, products and technologies and assisting in process improvement activities as required. 

Continuous Improvement: 

• Proactive in identifying and participating in the continuous improvement of processes and procedures within the ​Relevant Team​ department. 

• Actively contribute to the development and maintenance of a strong department culture ensuring knowledge and experience is shared. 

Other Responsibilities: 

• Ad Hoc Projects and administrative assistance to departments as requested. 

• Undertaking any other reasonable duties as required. 

WHO ARE YOU  

Proactive and Solution-Focused: Anticipates challenges and addresses them with creativity. 

Highly Adaptable: Thrives in a dynamic environment with shifting priorities. 

Detail-Oriented: Ensures accuracy and quality in all aspects of work. 

Approachable and Personable: Builds positive relationships with colleagues and vendors. 

Resilient and Resourceful: Maintains composure and effectiveness under pressure. 

Essential:   

• Excellent technical & organisational skills.  

• Excellent verbal & written communication skills with the ability to interact with all levels in the organisation.  

• Proven experience in providing excellent customer service (internal and external) and working with confidential information.  

• Proven experience in working independently.  

• Ability to prioritise tasks and tactfully negotiate priority with end users.  

• Ability to work under deadline pressure and extra hours if needed in a fast-paced, rapidly changing / ambiguous environment.  

Desirable:   

• Experience in vendor management and facilities oversight. 

• Previous experience in a global or multi-location organisation. 

• A genuine enthusiasm for creating an efficient and enjoyable workplace. 

Personal Skills, Attributes & Behavioural Competencies: 

• Ability to work in both team and individual capacities. 

• Ability to manage multiple streams of work effectively. 

• Ability to manage your daily workload through best practice time management techniques. 

• Great communication and interpersonal skills. 

• Passionate about teamwork and collaboration. 

We have a fantastic and inspirational working environment! 

• Flexible working 

• Wear what you like to work. 

• Take your birthday off. 

• Frequent team building events. 

• Outstanding offices in great locations. 

• Fantastic training and development opportunities. 
• Salary Range is from 80k-85k depending on experience and fit