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Director of Operations

One Ten Associates
Closing date
28 Apr 2021

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Job Details


Our client's activities include arranging debt transactions (from loans to capital markets), restructuring, sales and investment advisory and capital advisory across Europe.

Our client is looking for a COO or Director of Operations to take responsibility for a diverse range of operational matters for a small entrepreneurial investment banking firm. The range of responsibilities include finance, HR, building and sustaining a great corporate culture, compliance, insurance (including PI insurance), managing 3rd party suppliers/relationships (e.g. IT, landlord, accountants, compliance advisers, Companies House), H&S, strategic advice and helping to implement joint ventures and assisting with the operational aspects of building new platforms.

The candidate does not need experience across all areas but must be keen to learn.

Candidate Responsibilities:
1. Corporate Strategy and Culture:
• Providing strategic advice to the partners on operational and resource matters including managing/growing the business, JVs and establishing new platforms and increasing operational efficiency
• Sustaining a positive corporate and working culture for the business
2. Finance
• Liaising with accountants in relation to bookkeeping, management accounts (incl. LLP's members' accounts), payroll, annual audit and tax. This includes provision of information to accountants (via e-mail and using accounting software Receipt Bank and Xero), reviewing and approving output and making necessary payments to HMRC
• Putting together Budgets & Forecasts (for internal & regulatory purposes), administering inter-company recharges
• Management of debtors and creditors and expenses generally (including generation of invoices and logging of expenses)
3. IT & Telephony
• Managing relationships with and liaising with outsourced managed support providers including dealing with new users and leavers, failover / disaster recovery, data backups, hardware cover, equipment maintenance / upgrades and resolution of ad-hoc / day-to-day issues
• Managing direct lines and mobiles (incl. handsets/devices) and conferencing facilities, recordings, inventories of all IT and telephony-related equipment
• Reviewing overall corporate infrastructure and making recommendations on IT strategy / enhancements e.g. implementation of a CRM system, public cloud migration, digital marketing tools
4. HR
• Managing documentation (incl. staff handbooks, health & safety, contracts and offer letters), staff appraisals / disciplinary actions, staff / members' benefits (incl. dental,
health and life insurances) and liaison with brokers, holiday / sickness schedule and resource / staffing management
• Managing recruitment including drafting of job specifications, agency relationships, university job postings, interview process, reference collation and administration of Culture Index personality profiling software
• Liaising with payroll and pension providers to manage corporate pension scheme and ensure statutory returns are completed
• Maintaining Sponsor Management System with Home Office and managing visa process where required
• Organising corporate and team events, managing team meetings etc.
5. Compliance
• Liaising with 3rd party compliance advisers and the compliance officer in relation to completing FCA returns (incl. GABRIEL), carrying out of KYC/AML, ensuring all documentation and procedures are up-to-date, disaster recovery/business continuity, Data protection / GDPR, SMCR, ICAAP, CMP
6. Insurance
• Working with the firm's insurance brokers to manage all insurance policies of the business (PI, public liability, office and contents, travel etc)
7. Banking
• Liaising with relationship/account managers at banks, payments and purchase invoices (incl. setup and authorisation), receipts and sales invoices, corporate cards
8. Premises and Office Management
• Managing relationships with landlord and other 3rd party service provider
• Managing health & safety (including fire warden, emergency light testing, fixed-wire testing and related documentation)
9. Corporate Administration
• Managing corporate entity structure and fulfilling statutory obligations e.g. Companies House and HMRC submissions and maintaining records in a centralised location
10. PR & media
• Managing website content and changes/enhancements etc
• Managing Social Media (incl. management and maintenance/updates)
• Adverts/Awards/business logos, digital marketing (incl. MailChimp), corporate stationary and presentations
11. Industry Events/ Conferences / Seminars

Candidate Profile:
• Trusted with high integrity
• Highly pro-active with "can-do" attitude
• Happy to take a 'hands-on approach' and will not look down on mundane tasks
• Maintain confidentiality and ability to act with discretion
• Organised and ability to handle multiple workstreams simultaneously
• High attention to detail
• Demonstration of adaptability, flexibility, pro-activeness and initiative
• Good communication skills with the ability to proactively and independently communicate clearly and effectively with internal teams, third party providers and clients
• Confident and happy to learn and take-on new processes
• Good commercial awareness and project management skills
• Proficiency in PowerPoint, Excel, Word, Adobe PDF editor and experience of Accounting Software (Xero), Digital Marketing tools and CRM systems would be advantageous but not essential
• Solid academic credentials in a Business, Finance or related discipline
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