Operations Associate

About the Role

As a member of the Operations team, you will play a pivotal role in supporting the efficiency and effectiveness of operations within Lumanity HE & HTA. Your primary responsibility will be to provide seamless support to Internal Consultants, Technical Teams, Subject Matter Experts, members of the Operations team, and other HE&HTA staff throughout the entire lifecycle of opportunities and their management. Your meticulous attention to detail, data analytical capabilities, and administrative support will contribute to the continued success and growth of the team, business unit, and company.

Key Responsibilities

• Opportunity Administration and Management:

• Collaborate with internal stakeholders to gather, organize, and manage all necessary documentation and information in relation to new opportunities and the update of relevant systems.

• Manage the HE&HTA Operations team email inbox, triage requests within the team, and ensure timely handling of communications according to established response timelines.

• Collate and analyse RFI and RFP information to provide insight into opportunity volume across client accounts, including trends analysis across multiple data points (e.g., client service lines, therapy areas, indications).

• Build out and maintain an RFI data repository that enables faster and accurate responses to future RFIs.

• CRM and Other Relevant Systems Accuracy, Management, and Analysis:

• Ensure accurate and up-to-date information in the CRM and Project Management systems, including opportunity data, budgetary information, and accuracy of commercial terms and their implementation.

• Regularly monitor and maintain data quality, hygiene, and integrity within the CRM system, Project Management system, and associated commercial operations tracking files.

• Analyse budgetary information to provide insights that inform future budget approaches. Analysis will include, but is not limited to:

• Potential Margins on proposed projects.

• Project profitability across accounts and service lines.

• Identification of potential service lines that can inform future prioritization of sales and technical team focus.

• Budget Review, Presentation, and Tracking:

• In collaboration with Proposal / Project Leads, undertake the review and refinement of project budgets and constructively support and challenge as appropriate.

• Ensure budget reviews and other budget processes are undertaken with ‘winning’ the proposal in mind and are aligned, wherever possible, with client expectations and agreed commercial terms.

• Be responsible for the completion and presentation of externally facing budget grids in the required client format.

• Create and present invoicing schedules according to internal or client-specific commercial terms.

• Ensure compliance with commercial terms and support project teams on their correct implementation.

• Flag proposed budget margins with relevant stakeholders for approval.

• Cross-Functional Collaboration and Communication:

• Foster strong communication and engagement among internal stakeholders, enabling effective teamwork and knowledge sharing.

• Systems and Process Support:

• Work with teams to implement streamlined workflows that add value internally without negatively impacting external credibility. This may include supporting implementation and tracking of how processes are implemented and followed, and aiding correction to implementation with staff as appropriate.

• Support existing systems and processes, promoting their adoption and implementation across HE&HTA and the wider Lumanity business as appropriate.

• Understand how systems and processes interact within and across functions to ensure accurate application of processes and data entry, and communicate these processes with relevant stakeholders.

• Identify areas of potential efficiency and synergy gains from current ways of working, utilizing data and analysis to build the ‘case for change’.

• Knowledge Repository Building & Management:

• Support and provide maintenance of proposal & pitch content and examples within our central resource library, track and flag ‘gaps’ to ensure wider team support, adding content as needed.

• Support maintenance of the team knowledge repository (Commercial Vault) containing relevant market intelligence, best practices, experience & capabilities, and thought leadership.

• Provide insights from analysis of external data sources (such as Global Data) to support:

• Targeting & segmentation of accounts.

• Account insight to support sales team activities.

• Market insight to support key themes and trends that inform business planning.

• Quality Maintenance and Attention to Detail:

• Uphold the highest standards of quality, accuracy, and consistency in all operational activities and deliverables.

• Dashboard Maintenance:

• Help to maintain dashboards and performance metrics to track operational effectiveness and the impact and value of the role to support data-driven decision-making.

• Help to build dashboards where further visibility of impact is required within the Commercial Operations & Strategy team.

Requirements & Tech Stack

• Expertise in using CRM systems, Project management/budget systems, and use of analytical tools/software to inform data-driven decisions.
• Experienced in the use of MS Office, including Excel, PowerPoint, and SharePoint.

Qualifications

• Bachelor of Science or Arts degree in a relevant field.
• Relevant experience in a sales, marketing, or other commercial role.
• Experience in a professional services, healthcare or research focused organization, and/or experience in the Biopharmaceutical industry is highly desirable, but not essential.