Client Operations and Scheduling Coordinator

Made Tech

Greater London

On-site

GBP 30,000 - 40,000

Full time

11 days ago

Get more replies from employers

Send a job-specific resume in minutes.

Job summary

Made Tech is seeking a Client Operations and Scheduling Coordinator in London to manage demand, data accuracy and scheduling workflows. You will coordinate weekly timesheets, close periods, and ensure high-quality CRM and scheduling data across systems.

The role sits at the intersection of supply and demand, collaborating with scheduling managers to build teams and ensure accurate project setups and contractor onboarding. A strong data mindset and communication skills are essential.

Qualifications

Detail-oriented with high accuracy in data and timesheets.
Operational mindset with focus on closing tasks and deadlines.
Ability to multitask and reprioritize in a fast-paced environment.
Strong communication skills across roles and senior stakeholders.
Comfort working in data-heavy systems and system configuration.
Proactive in identifying and implementing efficiency improvements.
Commercial awareness of how role drives business performance.
Driven to deliver impactful outcomes.

Responsibilities

Scheduling support: help build teams based on capacity, skills and experience.
Project setup: set up projects in scheduling software with allocations, rates and budgets.
Timesheets: run weekly cycle, drive submissions and approvals, chase outstanding items.
Period close: manage weekly/monthly close, reconcile with commercial/delivery input, surface exceptions.
Compliance: support internal audits and respond to auditors.
IR35 assessments: compile evidence and draft contractor status assessments.
Contractor onboarding: run onboarding sessions and support onboarding partners.
Data integrity: maintain high-quality data in Kimble and Salesforce.
User support: act as first point of contact for system queries and permissions.
System configuration: propose and implement automation improvements.

Skills

Detail-oriented

Operational mindset

Multitasker

Strong communicator

Systems-comfortable

Process improver

Commercially aware

Drive to deliver

Tools

Salesforce

Kantata/Kimble

Job description

Client Operations and Scheduling Coordinator

Department: Business Operations

Employment Type: Permanent

Location: London, UK

Compensation: £30,000 - £40,000 / year

Description

We’re looking for a Client Operations and Scheduling Coordinator to help us manage client demand and data in our growing business.

You’ll play a pivotal role in one of the most important parts of our business: helping make sure we’re getting the right people onto the right work at the right time; and knowing that the data helping us managing our business performance is accurate.

You’ll sit at the junction of supply and demand: running the weekly timesheet cycle and our weekly and monthly close, keeping our scheduling and CRM data trustworthy, and working with our scheduling managers to build teams against client demand. It's a blend of data management, stakeholder partnering and logistical execution, with real impact on how we manage the supply and demand mechanics at the heart of the business.

Key Responsibilities

Scheduling support: work closely with our scheduling managers to support the client demand triage process, helping build teams based on capacity, skills and experience

Project setup: set up projects in our scheduling software — allocations, rates and budgets — accurately and in line with agreed commercial terms

Period management and financial control

Timesheets: run the weekly timesheet cycle — drive submission and approval, chase what's outstanding, and escape what won't land in time to support client invoicing

Period close: manage the close process for weeks and months, reconciling against input from commercial and delivery teams, resolving what you can and surfacing exceptions clearly ahead of sign-off

Compliance: contribute the evidence for your process areas to internal audits, and answer to auditors for them

Contractor management

IR35 assessments: compile the evidence and draft the assessment of IR35 status for each new contractor

Contractor and partner onboarding: run onboarding sessions covering timesheeting and an overview of Made Tech, and support our delivery PMO in setting best-practice standards for onboarding partners

Data integrity: maintain high-quality data within Kimble (Kantata) and Salesforce, specifically around profile creation, calendars, assignments, availability and bid activity

User support: act as first point of contact for system queries, upskilling stakeholders and managing user permissions

System configuration: propose configuration, process and automation improvements, and implement those that are approved

Operational support

One team: collaborate with colleagues in the Operations team and across Made Tech to build an inclusive environment and a strong feedback culture, supporting others and participating actively in team meetings

Triage point: act as the central point for inbound scheduling and Kimble questions, resolving what you can and escalating what you can't

Stakeholder partnering: build strong relationships with account teams and practices on client operations and resourcing

Improvement: identify and implement agreed efficiencies within the processes you manage, and tell us where they saved time

We believe we can use tech to make public services better. We also believe this can happen best when our own team represents the society that actually uses the services we work on. We’re collectively continuing to grow a culture that is happy, healthy, safe and inspiring for people of all backgrounds and experiences, so we encourage people from underrepresented groups to apply for roles with us.

Skills, Knowledge & Expertise

Essential

Detail-oriented: you take immense pride in accuracy — nothing gets past you when it comes to data and timesheets

Operational mindset: you like the feeling of closing things off and meeting deadlines, week after week

Multitasker: you can keep a lot of plates spinning, reprioritising in a fast-paced environment

Strong communicator: you're confident interacting with a range of roles and senior stakeholders, blending empathy with professional influence

Systems-comfortable: you work confidently in data-heavy systems and are curious about how they're configured

Process improver: you don't just follow steps, you look for ways to make processes more efficient and measurable

Commercially aware: you understand how your role powers business performance

Drive to deliver: you seek to achieve impactful outcomes

Desirable

Salesforce and/or Kantata/Kimble resourcing software

Experience in professional services resource management

Experience with multidisciplinary digital and technology teams

Contractor and partner experience, including IR35

Public sector experience

Life at Made Tech

We’re committed to building a happy, inclusive and diverse workforce. You can get a sense of what it’s like working here from our blog, where we talk about mental health, communities of practice and neurodiversity (as well as our client work and best practice).

Like many organisations, we use Slack to foster a sense of community and connection. As well as special interest groups such as music, food and pets, we also have 10+ Slack channels dedicated to specific communities, allies, and identities as well as dedicated learning spaces called communities of practice (COPs). If you’d like to speak to someone from one of these groups about their experience as an employee, please do let a member of the Made Tech talent team know.

Job Benefits

We are always listening to our growing teams and evolving the benefits available to our people. As we scale, as do our benefits and we are scaling quickly. We've recently introduced a flexible benefit platform which includes a Smart Tech scheme, Cycle to work scheme, and an individual benefits allowance which you can invest in a Health care cash plan or Pension plan. We’re also big on connection and have an optional social and wellbeing calendar of events for all employees to join should they choose to.

Here are some of our most popular benefits listed below: