Client Operations and Scheduling Coordinator

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:

• 30 days Holiday - we offer 30 days of paid annual leave plus bank holidays
• Flexible Working Hours - we are flexible with what hours you work
• Flexible Parental Leave - we offer flexible parental leave options
• Remote Working - we offer part time remote working for all our staff
• Paid counselling - we offer paid counselling as well as financial and legal advice

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