Position: Practice Manager
Hours: Part-time
Location: Fully remote
About Advanced Workplace Associates:
We are the leading global independent consultancy transforming the world of work. We use science, research and our depth of experience to deliver exceptional results for exceptional companies.
Since 1992, our founders have been intrigued with how science and research can transform the world of work. This early fascination spread to working with like- minded people and the birth of Advanced Workplace Associates, now known as AWA. From the very beginning the DNA of work has been the connection between us all. We transform the world of work for the better. It’s in our DNA.
Find out more: AWA - Global Workplace Consultants - The DNA of Work
About the Role:
We are looking for a super organised, AI savvy and proactive Practice Manager.
The Practice Manger plays a crucial role in managing various administrative and operational tasks globally.
Associate Onboarding and Offboarding:
• Coordinate the onboarding process for new AWA Associates and employees
• Liaise with IT regarding licences, laptops, equipment, email and footer set-up
• Ensure all necessary documentation and agreements are completed, including background checks
• Facilitate the offboarding process, including exit interviews and administrative tasks
• Maintain the documentation in the onboarding channel in MS Teams
Associate Records Management:
• Maintain accurate and up-to-date records of all AWA Associates and employees
• Liaise with payroll manager, maintain holiday and sickness records
• Ensure confidentiality and security of sensitive information
• Regularly update and organise the Associate database
Client Onboarding and Contracts:
• Assist in the client onboarding process, including contract preparation and execution
• Liaise with clients to gather necessary information and documents
• Ensure procurement portals are populated with accurate and complete information for invoice processing and payment
• Liaise with AWA accounts to ensure invoicing schedules are understood and contact details clear
• Maintain client records and ensure contract renewals are processed timely
Book-keeping Resource Management:
• Oversee the bookkeeping function and manage the bookkeeping resource
• Ensure accurate and timely financial record-keeping
• Collaborate with the finance team to provide financial report interpretation and analysis
• Ensure Zero, Dovico and Teams are consistent and accurate on a monthly basis
Project tracking & profitability
• Ensure project kick off sheets are complete and accurate at project outset
• Monitor submitted project hours and ensure hours are correctly input (in a timely fashion) and kept up to date
• Conduct project reviews on monthly basis to ensure projects are running to time & budget
• Liaise with book keeping resource to approve project hours and Associate invoices
Client Invoicing:
• See that client invoices are prepared and sent in a timely manner
• Monitor and follow up on outstanding invoices, liaise and assign credit control tasks as necessary
• Resolve any invoicing discrepancies or client queries
• Manage aged debtors list and undertake credit control involving project leads as necessary
AWA Administration:
• Liaise with IT department as necessary concerning licences, upgrades, and renewals
• Complete yearly insurance cover and renewals
• Ensure redundant Direct Debits and regular payments are cancelled as necessary
• Ensure compliance with policies (HR, internal, legal)
• Maintain the AWA Associate Handbook
• Support with Resource Management including workloads and risks and holidays
About You:
• Relevant Qualifications: You have a bachelor’s degree in business administration, HR, Communications, Finance or a related field or equivalent experience
• Experience: You have proven experience in administration and operations roles.
• Financial and accounting knowledge: You have a good understanding of bookkeeping, invoicing and basic financial processes. You can interpret financial information and support cash flow forecasting.
• Excellent organisation: You can manage multiple activities and deadlines, anticipate what needs to happen next and keep things moving without close supervision.
• Relationship-building skills: You are confident communicating with senior professionals, members, speakers, partners and prospective members.
• Initiative and enthusiasm: You bring energy, ideas and a genuine interest in developing the Institute. You are comfortable taking ownership and finding ways to make things better.
• AI savvy: You enjoy using/exploring new AI tools and finding ways to use them in your day to day work. You’re curious about what AI can do, comfortable to try out new things and keen to keep learning as the technology evolves.