Operations Manager

• Act as an ambassador for the GC group, actively upholding GC’s values and promoting a culture of respect, inclusion and diversity.
• Prioritise effective communication, fostering a culture of transparency and collaboration across all departments and levels of the organisation.
• Assist the COO and Leadership Team with administrative and operational duties, as required.
• Assist with the design, implementation and management of business processes including use of Microsoft 365, Asana and Dropbox.
• Oversee the organisation’s operations policy review timeline including drafting of new policies as required.
• Manage the administration of assigned projects, including designing and producing documents, reports and presentations, and liaising with heads of department.
• Assist with the planning for leadership and company-wide meetings, off-sites and company training, including preparing PowerPoint presentations.
• Manage and maintain the company intranet to ensure it is used by all employees as a central source of truth and collaboration tool, and that it supports the inclusion of international employees.
• Schedule meetings of the Intranet Committee to ensure organisation wide utilisation and regular content updates.
• Work with the IT Committee to maintain a business continuity plan, in consultation with GC’s IT managed service provider.
• Ensure ongoing organisational compliance with privacy requirements in relation to storage and destruction of data (online and physical copies).
• Ensure periodic reviews of SharePoint and Dropbox to remove out of date information and manage storage limits.

• Lead office orientation for new employees, visitors and suppliers (including evacuation procedures).
• Ensure updated staff lists contact lists are readily accessible.
• Manage boardroom bookings for COO/Operations meetings and training sessions and assist with booking of external venues (as applicable).
• Manage office compliance requirements and registers (eg tag & testing electrical devices, first aid facilities).

• Stakeholder management of the IT managed service provider including monthly meetings and reports to the IT Committee.
• Oversight of all IT projects, including actively engaging in and promoting the use and adoption of Microsoft 365 and Dropbox to improve systems, processes and collaboration.
• Account manage the GC Asana environment providing organisation wide support to ensure full utilisation; identify roadblocks and make recommendations/build workflows to increase efficiencies.
• Day to day oversight of minor / ‘everyday’ IT issues and escalation of urgent or unresolved tickets to our IT managed service provider.
• Management of Boardroom conference facilities, providing support as required to the GC team.
• Oversee/assist with IT upgrades, including software and hardware for employees; manage fleet upgrade timeline proactively.
• Manage the IT budget, monthly reconciliation and recharge reporting.
• Manage the IT set up and onboarding of new employees (including AUS, US & UK).
• Provide IT support and training on applications where required; assist with the organisation of company-wide bespoke IT training.
• Administer supervision of Dropbox access and maintenance of access register for all members worldwide (including third party providers).
• Maintenance of SharePoint, Teams, Dropbox and shared email addresses register and employee access.
• Maintenance of licencing registers for M365, Asana, Dropbox, Adobe and other software.
• Monitor completion of Phriendly Phishing training and send timely reminders to employees to ensure compliance.
• Maintenance of an Asset register with the Finance department for all GC IT property both on site and for WFH requirements.
• Manage administration of domain name registrations, DNS updates and DMARC policies, in consultation with the Marketing department.
• Manage the approved tools AI register and ensure full review of risks and benefits of new proposed tools prior to adoption.

• Ensure risk identification and management processes are in place across all activity falling under the Operations department (including IT) and escalate any arising issues.
• Oversight of IT security framework and compliance including regular review of data security processes and policies.
• Provide administrative support to the Risk Committee including scheduling meetings, drafting agendas and tracking outcomes.
• Manage the updates to the organisation’s Risk Register including submissions from Heads of Departments and coordinating regular reviews by the Risk Committee.
• Oversight of identified risk mitigation strategies ensuring inclusion in Asana to track progress.
• Provide support to the COO and CFO in organisation wide implementation and adherence to the Risk Policy and Framework; and annual review of documentation and appetite settings.

Assist with management of Supplier relationships – e.g. as below:

• IT managed service provider
• Printer
• Cleaners
• Office plants
• Phone providers
• Storage units
• Building Management – car spaces, entry Apps and fobs (in conjunction with EA) and recycling, and office refurbishments