Operations Manager

Purpose of the role

Were you the kid who colour-coded everything? The one who could find anything, fix anything, and somehow knew where every important document lived? If you have carried that instinct into your career, and you are the person who makes things run, we should talk.

As Practiv's Operations Manager you will join a small team of passionate Data Cloud and AI technologists who deliver end-to-end technology solutions for our customers, from data pipelines and data warehousing to Machine Learning, AI and visualisation. While the consultants build, you will run the machinery behind them: contracts, onboarding, client cadence and internal systems. It is a small team with a broad range of responsibilities, and you will touch nearly everything that isn't code.

What you will own

1. Contracts and RFP administration

• Manage the MSA review process end-to-end: track versions and redlines, coordinate Director and legal review, log key terms, and maintain the contract register including expiry and renewal dates.
• Manage SOW reviews: check documents against Practiv templates, coordinate internal sign-off, and file executed versions and variations as the source of truth.
• Manage RFP and tender responses: own the response timeline and submission logistics, coordinate content from Directors and consultants, and maintain a reusable response library (capability statements, case studies, standard security and compliance answers).

2. Client onboarding

• Run client security review processes, including questionnaires, evidence collection and follow-ups through to completion.
• Coordinate client-required staff documentation such as background and police checks, confidentiality deeds and key personnel paperwork.
• Maintain a per-client onboarding checklist so consultants are delivery-ready from day one of each engagement.

3. Staff onboarding

• Run new-starter onboarding end-to-end: employment documentation, security and background checks, hardware ordering and provisioning, account and access setup, and induction scheduling.

4. Client service and cadence

• Triage and resolve non-technical client requests (access administration, document requests, scheduling and similar) without escalation wherever possible.
• Set up and monitor Quarterly Business Reviews (QBRs) for each client: own the QBR calendar, book sessions, prepare the standing pack (engagement status, time summaries, upcoming milestones), and capture and chase actions to completion.

5. Internal systems and tooling

• Build and maintain in-house templates including SOW, proposal and scoping document formats.
• Own the Notion workspace structure: client areas, delivery documentation standards and the internal knowledge base.
• Run Harvest time-tracking reviews per client: timesheet hygiene checks, hours summaries against SOWs, and flagging anomalies to Directors.

Requirements

About you

• Experience in an operations, practice management or senior administration role, ideally within professional services or consulting.
• Naturally organised. You build the checklist before anyone asks for it, and nothing falls through the cracks on your watch.
• Confident coordinating across clients, Directors and consultants, and comfortable chasing busy people until things are actually done.
• Quick with modern tooling (Notion, Harvest or similar) and curious enough to figure out new systems without a manual.
• Discreet and trustworthy handling sensitive documents such as contracts, background checks and security questionnaires.

If you think you are a good fit and have unique skills that make you a valuable team member we encourage applications even if you don’t tick all the boxes, please reach out with your application. We are a growing organisation with a lot of space for innovation and good ideas.

Want to stand out in the application, we love a 100 word summary of why you’re right for this role. This isn’t about summarising your CV, show us who you are, be yourself !!!