We are looking for a high-energy Operations Coordinator to support the Business Office Manager with the management of the day-to-day US business operations. The role will include administrative tasks, strategic projects, and collaboration with our other business regions on cross-regional initiatives.

 

WHO WE ARE

S-RM is a global intelligence and cyber security consultancy. Since 2005, we’ve helped some of the most sophisticated clients in the world solve some of their toughest challenges.

We’ve been able to do this because of our outstanding people. We’re committed to developing bright, curious, driven individuals who want to think critically, solve complex problems, and achieve success.

But we also know that work isn’t everything. It’s about the lives and careers it helps us build. We’re immensely proud of this culture and we invest in our people’s wellbeing, learning, and ideas every day.

We’re excited you’re thinking about joining us.

 

THE ROLE

This role will provide you with an interesting opportunity to work across office management and multiple back-office functions:

Office Support

  • Provide project support and maintain momentum on high priority office duties, including but not limited to, onboarding new department members, equipment provisioning, event planning, and oversight of all US mail.
  • Ensure our US offices are organized with a running inventory list of all equipment
  • Properly map all pre-scheduled visiting guests (internal & external) including clients, potential clients, and vendors.
  • Administer US expenses and client/internal visitor arrangements.
  • Set up and maintain records and respond to inters for US projects in respective business unit trackers in line with operational processes.
  • Respond to requests for US financial and/or case information from the business.
  • Raise and submit client invoices for US clients, including processing invoices on client-side systems for US clients, in addition to company finance system (Workday).
  • Working with Group Finance, collect billing codes and other payment details from US clients and resolve invoicing challenges.
  • Ensure subcontractors used by the US teams are on-boarded in accordance with company procedures.
  • Prepare contractual documentation for new projects and clients in accordance with company procedures.
  • Produce reports for sales teams across business units.

Legal and Risk & Compliance

  • Assist in internal audits conducted by the Risk & Compliance team, ensuring that applicable personnel and files are available.
  • With direction from the Legal team, maintain US-specific legal templates, including letters of engagement, non-disclosure agreements, report-sharing agreements, and terms of business. Liaise with Legal and external legal counsel as required to ensure these are up-to-date and professionally formatted.

Finance

  • Support vendor onboarding to make purchases and reconcile invoices, including cell phone contracts, and escalate as needed.
  • Process subcontractor payments for US subcontractors and communicate with subcontractors to verify payment details and escalate as needed.
  • Support and control all use of client portals for uploading client invoicing, in a timely manner, in line with group procedures.
  • Collect checks received from clients from the office and manually post all checks.
  • Provides day-to-day support for team budgets.
  • Supports the maintenance of budget trackers and weekly KPI dashboard updates.
  • Onboard and train new joiners on the use of our finance system.

This role will be based in our Washington D.C. office, however flexible working arrangements are available.

 

WHat WE’re Looking for

We think candidates with the following qualifications and experience are likely to succeed at S-RM.

That said, if you don’t think you meet all of the criteria below but still are interested in the job, please apply. Nobody checks every box—we’re looking for candidates that are particularly strong in a few areas, and have some interest and capabilities in others.

We nurture a culture of equality, diversity and inclusion and we are dedicated to developing a workforce that displays a variety of talents, experiences and perspectives.

Who You Are

  • You love fast-paced environments. At this stage we’re still growing, so there will . You will collaborate with your manager, regional leadership, and cross regional teams to find new ways to operate more efficiently.
  • You understand the importance of collaboration, organization, and empathy. In doing so, you have the ability to accept feedback from your peers and embrace intellectual curiosity as a main driver of improvement, not detriment.
  • You are organised, methodical and meticulous.
  • You are comfortable taking initiative and ownership of tasks.

The qualifications and experience required to perform this role successfully are: 

  • Previous experience in an operations capacity is preferred.
  • Previous experience working in an international business would be ideal.
  • Proficiency with Microsoft Office (especially Excel and Word).
  • Comfortable with basic office equipment such as desk phones, cell phones and printers.
  • Proven ability to work collaboratively with others.
  • Excellent communication and time management skills.

The successful candidate must have permission to work in the US by the start of their employment.

 

OUR BENEFITS

We offer thoughtful, balanced rewards and support to help our people do their best work and live their lives outside it, including:

  • 20 days of PTO plus 10 paid public holidays. PTO will increase up to a maximum of 25 days per year: (+1 day for every year you worked at S-RM, up to a maximum of 5 days). One of the public holidays is a floating holiday.
  • 100% company-paid Private medical healthcare with Aetna International for employee, partner, and children.
  • Access to Virtual GP, seasonal flu vaccination, various gym discounts and many other additional perks.
  • Flexible Spending Account – you will be able to contribute up to $2,850 per year tax free to pay towards the eligible expenses
  • 100% company-paid Dental benefit with MetLife for employee, partner, and children
  • 100% company-paid Vision benefit with Guardian for employee, partner, and children
  • Life insurance – 4x annual salary, capped at $500,000
  • 401k – up to 6% contribution matched by the company
  • Commuter Benefit – you can make a pre-tax deduction toward parking and transit commuting costs
  • EAP (Employee Assistance Programme) for employee and immediate family, including counselling sessions
  • LinkedIn Learning with access to more than 13,000 different courses
  • Formalised Recognition programme
  • Hybrid working and flexible working hours
  • Fertility treatment leave – 5 days of leave per cycle of treatment per year
  • Military leave – maximum of 5 years during employment. For the first 4 months of Military leave, S-RM will top up any military pay to 100% of basic pay.
  • Maternity leave – 26 weeks of full pay followed by 13 weeks of half pay (after 1 year at the company on the “qualifying week” = 15 weeks before a due date)
  • Paternity leave – 6 weeks of full pay (after 1 year at the company on the “qualifying week” = 15 weeks before a due date)

THE APPLICATION PROCESS

To apply for this role, please email your resume to recruitment@s-rminform.com. The application process will include:

  1. A preliminary call which will be a chance for you to find out more about S-RM and the role.
  2. One interview discussing your skills.
  3. One interview discussing your previous experience, broader competencies, and suitability for the role.
  4. A final interview with Heads of our US Business Units to speak about their needs and your capabilities in more detail.

 

S-RM nurtures a culture of equality, diversity and inclusion and we are dedicated to developing a workforce that displays a variety of talents, experiences and perspectives.