Operations Executive

First Wealth | Certified B Corp; Greater London; On-site; GBP 38,000 - 48,000; Full time

Job summary

First Wealth is seeking an experienced and highly organised Operations Executive to support the smooth running of day-to-day operations and help deliver an exceptional experience for colleagues and clients.

Reporting to the Practice Manager, you will oversee payroll and benefits administration, supplier and contract management, facilities, health and safety, and continuous improvement across the business from our London base on a full-time basis.

Qualifications

• Minimum of three years' experience in Operations, People Operations, Office Management, Business Support or a similar role.
• Experience running day-to-day business operations and recurring operational processes.
• Strong administrative, organisational and time-management skills.
• Experience supporting recruitment, onboarding and employee administration.
• Experience working with suppliers, contracts, facilities or finance administration.
• Excellent communication and stakeholder-management skills.
• Strong Microsoft 365 skills, including Outlook, Word, Excel and Teams.
• Experience within financial services or another regulated environment would be advantageous.
• Experience assisting with payroll and benefits administration would be desirable.

Responsibilities

• Coordinate business-as-usual operational activities across the business and act as a first point of contact for routine operational matters.
• Ensure recurring processes, actions and operational deadlines are completed accurately and on time.
• Maintain operational calendars, trackers, procedures, records and document control.
• Coordinate recruitment administration, interviews, candidate communications, references and pre-employment checks.
• Manage onboarding, induction and offboarding activities, including equipment, systems access and employee documentation.
• Maintain accurate employee records and HR-system information, and track probation, appraisal, absence and holiday requirements.
• Assist the Practice Manager with payroll administration by collating authorised changes, checking supporting information and maintaining the payroll tracker.
• Coordinate routine benefits administration and respond to general employee administration queries.
• Maintain supplier and contract registers, monitor renewal dates and prepare information for supplier reviews.
• Follow up routine supplier service issues and coordinate supplier onboarding and due-diligence records.
• Coordinate the smooth day-to-day running of the office, including reception, visitors, post, meeting rooms, supplies and contractors.
• Follow facilities and maintenance issues through to resolution and support workplace projects and office moves.
• Maintain health and safety records, coordinate DSE assessments and fire drills, and track required actions.
• Raise invoices, process expenses, support purchase-ledger administration and maintain accurate supporting records.
• Prepare agendas, take minutes, maintain action logs and follow up owners and deadlines.
• Collate operational and people management information and produce straightforward reports using agreed formats.
• Coordinate culture, engagement and wellbeing activities, internal events and team logistics.
• Gather and maintain B Corp evidence and support EDI, sustainability and responsible-business activities.
• Coordinate defined operational projects, communications, training and implementation actions.
• Identify opportunities to improve processes, strengthen controls and increase operational efficiency.
• Escalate sensitive, high-risk, non-standard or unresolved matters to the Practice Manager.

Skills

Operations experience

Office management

Communication skills

Stakeholder management

Payroll administration

Vendor management

MS 365 skills

Tools

Microsoft 365

Job description

Our Mission: To help everyone live happy and fulfilled lives through the wonder of financial planning

First Wealth's Why: Great financial planning can change your life. We exist to inspire ideas, create confidence and give you the freedom to live!

Our Core Values: Excellence, Ambition, Respect, Optimism and Helping Others

First Wealth is continuing an exciting phase of growth and evolution. As our business develops, we are looking for an experienced and highly organised Operations Executive to support the smooth running of our day-to-day operations and help us deliver an exceptional experience for both colleagues and clients.

The Operations Executive is a key operational role within the business. Working closely with the Practice Manager, you will help ensure our people, office, suppliers, processes and operational activities run efficiently and effectively.

You will take ownership of a broad range of business-as-usual operational processes while supporting operational improvements, employee experience initiatives and the continued growth of the business. This role would suit somebody who enjoys variety, thrives on organisation and takes pride in making things happen behind the scenes.

Your role:

• Be a key point of contact for day-to-day operational matters.
• Coordinate and manage business-as-usual operational activities across the firm.
• Support recruitment, onboarding and employee administration.
• Assist the Practice Manager with payroll and benefits administration.
• Manage supplier, contract, facilities and finance administration.
• Support health and safety compliance activities.
• Maintain operational records, trackers and management information.
• Coordinate culture, engagement, wellbeing and B Corp activities.
• Support operational projects and continuous improvement initiatives.
• Help ensure our operational processes remain efficient, scalable and fit for purpose.

Reports to: Practice Manager

Location: London.

Contract: Full-time.

Qualifications and Experience:

• Minimum of three years' experience in Operations, People Operations, Office Management, Business Support or a similar role.
• Experience running day-to-day business operations and recurring operational processes.
• Strong administrative, organisational and time-management skills.
• Experience supporting recruitment, onboarding and employee administration.
• Experience working with suppliers, contracts, facilities or finance administration.
• Excellent communication and stakeholder-management skills.
• Strong Microsoft 365 skills, including Outlook, Word, Excel and Teams.
• Experience within financial services or another regulated environment would be advantageous.
• Experience assisting with payroll and benefits administration would be desirable.

Key Responsibilities and Outputs

• Coordinate business-as-usual operational activities across the business and act as a first point of contact for routine operational matters.
• Ensure recurring processes, actions and operational deadlines are completed accurately and on time.
• Maintain operational calendars, trackers, procedures, records and document control.
• Coordinate recruitment administration, interviews, candidate communications, references and pre-employment checks.
• Manage onboarding, induction and offboarding activities, including equipment, systems access and employee documentation.
• Maintain accurate employee records and HR-system information, and track probation, appraisal, absence and holiday requirements.
• Assist the Practice Manager with payroll administration by collating authorised changes, checking supporting information and maintaining the payroll tracker.
• Coordinate routine benefits administration and respond to general employee administration queries.
• Maintain supplier and contract registers, monitor renewal dates and prepare information for supplier reviews.
• Follow up routine supplier service issues and coordinate supplier onboarding and due-diligence records.
• Coordinate the smooth day-to-day running of the office, including reception, visitors, post, meeting rooms, supplies and contractors.
• Follow facilities and maintenance issues through to resolution and support workplace projects and office moves.
• Maintain health and safety records, coordinate DSE assessments and fire drills, and track required actions.
• Raise invoices, process expenses, support purchase-ledger administration and maintain accurate supporting records.
• Prepare agendas, take minutes, maintain action logs and follow up owners and deadlines.
• Collate operational and people management information and produce straightforward reports using agreed formats.
• Coordinate culture, engagement and wellbeing activities, internal events and team logistics.
• Gather and maintain B Corp evidence and support EDI, sustainability and responsible-business activities.
• Coordinate defined operational projects, communications, training and implementation actions.
• Identify opportunities to improve processes, strengthen controls and increase operational efficiency.
• Escalate sensitive, high-risk, non-standard or unresolved matters to the Practice Manager.

Requirements

• Naturally organised, proactive and solutions-focused, with the confidence to take ownership of recurring operational processes.
• Excellent time management and the ability to manage multiple priorities, stakeholders and fixed deadlines.
• Strong attention to detail and a commitment to maintaining accurate, confidential and audit-ready records.
• Good judgement about when to act independently and when to elevate.
• The ability to interact with colleagues, suppliers and external providers in a professional and constructive manner.
• Strong written and verbal communication skills.
• A practical approach to problem-solving and a continuous-improvement mindset.
• Confidence following up actions and challenging missing or inconsistent information appropriately.
• The ability to remain calm and effective when priorities change.
• A collaborative and service-oriented approach that reflects First Wealth’s Core Values.

Success in the Role

• Business-as-usual operations run smoothly and with minimal disruption.
• Key deadlines are consistently met and recurring activities are completed without repeated prompting.
• Employee, supplier, finance and operational records remain accurate and current.
• Recruitment, onboarding and offboarding are coordinated effectively.
• Payroll-support information is prepared accurately and on time for the Practice Manager’s review.
• Supplier renewals are identified before notice deadlines and routine service issues are followed through.
• Operational meetings, management information and actions are coordinated effectively.
• Health and safety, B Corp, EDI and sustainability records remain organised and accessible.
• Operational issues and risks are identified and escalated early.
• Processes and systems are continuously improved.

This is a unique opportunity to work across almost every operational aspect of a growing business. You will gain exposure to senior leadership, play a visible role in shaping how the business operates and develop your skills across people operations, business operations and project delivery.

Most importantly, you will be joining a business that genuinely values culture, wellbeing and continuous improvement.

If you are someone who enjoys being at the centre of a busy business and takes pride in making sure things run exceptionally well, we would love to hear from you.

Equal opportunities: We are committed to creating an inclusive working environment in which everyone is treated fairly and with respect. Applications are welcomed from suitably qualified candidates from all backgrounds, and reasonable adjustments will be made throughout the recruitment process where required.