Operations Assistant

City of Bristol, England, United Kingdom

Job Description – Operations Assistant

About 5Values

5Values is an award-winning B-Corp-certified fast-growth Talent Solutions Consultancy working throughout the UK, Europe, and North America solely in the IoT and Video Technology space. The company is part of a wider group encompassing 5V Tech, 5V Video, and 5V Media.

Privately owned, we are an agile business, can move quickly, and have built an excellent reputation with our client base. Over the last 24 months, we have evolved as a business. We pride ourselves on company values at the forefront of everything we do.

We work with start-up/Scale-up companies through to world-renowned companies such as ARM, Sky, and TomTom. We are relied upon to complete the job with a really deep knowledge of our fields!

We are experts at what we do.

Purpose

As an Operations Assistant, you will support the Finance and Operations Manager and/or C-Suite daily, ensuring the smooth and effective running of the function into the broader business.

Day-to-day duties include but are not limited to:

Contract Management: Drafting, reviewing, and negotiating contracts with clients, candidates, and other stakeholders to ensure legal compliance and minimise risks.

Regulatory Compliance: Staying up to date with labour laws, regulations, and industry standards in the UK, Europe, USA, and Globally depending on where we make placements to ensure the company's operations are compliant.

Contractor Care: Carrying out welcome calls with all our contractors and ensuring they are on-boarded compliantly.

3rd Parties suppliers: Maintaining a relationship with all 3rd parties’ suppliers, ensure that we are engaging with the correct companies when required to support all onboarding and payroll solutions.

Timesheets: Ensure that all clients and contractors submit and approve timesheets on a weekly basis, to enable Finance to bill weekly.

Monthly Payment Run: Generation contractor Self-bills. Checking that all relevant tax has been applied, raising any expenses again checking that the relevant tax is applied and that they are in line with clients’ policies. Sharing with the contractor, 3rd parties, and Finance for payments.

Internal Business Partnering: Providing weekly reports to the business on compliance, utilisation, others book, finisher, and terms updates.

Data Protection and Privacy: Ensuring compliance with data protection laws such as GDPR in Europe and relevant privacy regulations in the USA, including managing candidate and client data securely.

Procurement : Keeping a library of all new vendors, terms, cancellation and notice periods and ensuring that we are getting ROI

Managing AP Ledgers: Ensure that our AP ledgers are always up to date, uploading all invoices, allocating payments, and reconciling monthly.

Candidate Screening: Overseeing background checks and screening processes to ensure candidates meet legal requirements and client expectations.

Immigration Compliance: Working with our 3rd parties to ensure that placements involving foreign candidates comply with immigration and work authorisation requirements in each country.

Contractual Disputes : Handling contractual disputes that may arise during placements, working to find amicable solutions or taking legal actions when needed.

Payment Runs: Creating and sharing all payment runs with Head of Finance & Operations, along with CEO for sign off.

Audit and Documentation: Maintaining accurate records, documentation, and reports to demonstrate compliance efforts and facilitate audits.

Liaison with Legal Counsel: Collaborating with external legal counsel when complex legal issues arise or when specialised expertise is needed.

Bank Uploads: Uploading all payments leaving the business to the bank for final approval.

Vendor and Supplier Agreements: Negotiating agreements with third-party vendors and suppliers to ensure compliance with legal requirements.

Ethical Standards: Upholding high ethical standards and fostering a culture of legal and compliance awareness within the organisation.

Core Skills

Legal Expertise: Strong understanding of labour laws, regulations, and compliance requirements in the UK, Europe, and the USA, along with the ability to interpret and apply them effectively.

Attention to Detail: Thoroughness in reviewing contracts, agreements, and documents to ensure accuracy and compliance with legal standards.

Analytical Thinking: Ability to analyse complex legal and compliance issues, assess risks, and make informed decisions to mitigate potential problems.

Communication Skills: Excellent verbal and written communication skills to convey legal concepts clearly to both internal teams and external stakeholders.

Negotiation Skills: Proficiency in negotiating contract terms, resolving disputes, and reaching agreements that align with legal requirements and business goals.

Ethical Integrity: High ethical standards and a commitment to maintaining confidentiality and handling sensitive information responsibly.

Problem-Solving: Creative problem-solving skills to address unforeseen legal challenges and adapt to evolving regulatory landscapes.

Organisational Skills: Strong organisational skills to manage multiple contracts, compliance tasks, and documentation efficiently.

Cultural Awareness: Sensitivity to cultural differences and an understanding of how local customs and practices may impact legal and compliance matters in different regions. Cultural awareness and understanding of office environments and politics to get the best out of people and situations.

Adaptability: Flexibility to navigate varying legal frameworks and adapt strategies based on differences in laws and regulations across the UK, Europe, and the USA.

The Culture

We understand that a career in talent solutions can – at times – be challenging. That’s why we’re striving to provide an environment where our team can thrive, continually improve, enjoy their work and, ultimately be the best they can be!

We invest in training and development, work with our employees to provide tailored personal development plans and, provide access to an annual professional development fund of £1000 per employee. We promote based on attitude and behaviour first rather than just numbers (though of course, they are important!).

We pride ourselves on having the best tools for the job. Everyone is set up to succeed with the cutting-edge technology and services available you would expect from a tech lead company like ours!

We have a real team spirit, and are of course a social bunch, with events occurring monthly and a variety of team-building initiatives each quarter, we care about our employees and understand that life isn’t just about work.

At 5Values, we are passionate about our environment and values. We are an Equal Opportunity Employer, we highly value diversity and inclusion and welcome all applicants to apply regardless of their race, age, gender, disability, sexual orientation, or religion.

Additionally, we heavily promote a healthy work-life balance with 8:30-17:00 working hours, 29 days holiday + Bank Holidays.

5Values is acting as an Employment Business for the purposes of this job vacancy. We offer a reward scheme if you can recommend someone for this position, up to £250 for you and an additional £250 to a charity of your choice.