Operations Executive
Operations Executive
Job Title: Operations Executive
Salary: £24,000 part-time salary (£28,125 full-time equivalent)
Contract: Fixed term for 10 months
Working hours: 32 hours per week, Monday to Friday flexible between 8am and 6pm
Location: Oxford (The Old Music Hall, 106-108 Cowley Road, Oxford, OX4 1JE)
Start date: May 15 2024
The Post
As Operations Executive, your responsibilities will include, but not limited to:
Tenant Administration
Assisting the Operations Manager with a range of tenant administration, including:
- Coordinating processes for tenants moving in and out, including liaison with tenants and with Sales, Property Management, Finance and IT teams, and issuing new leases and licences from standard templates
- Maintaining and updating templates of leases and licences
- Keeping tenants’ electronic and paper records up-to-date
- Dealing with tenants’ administrative queries
- Maintenance of building plans
- Issuing consents to sub-letting
- Preparing and maintaining procedure documents for tenant administrative processes
- Drafting terms within leases and licences, which are outside of the standard templates
- Assisting with non-financial aspects of the rent review process
- Coordinating the process for annual lease and licence renewals
Development of Company’s electronic Information system (Re-Leased)
- Assisting the Operations Manager with the development and implementation of the Re-Leased system
- Designing reports
- Assisting staff with importing / exporting data, producing reports
Central purchasing contracts
Mobile phones
- Lialse with the IT Manager for ordering new phones within policy
- Allocation of SIM cards
- Check invoices from suppliers are accurate and investigate unusual costs
Utilities
- Liaise with property managers to obtain readings to update their utility spreadsheets
- Communicate with suppliers to ensure accurate billing
- Checking utility usage invoices and investigating unusual costs
Other central contracts (photocopiers and sanitary bins)
- Dealing with annual contract renewals and obtaining best prices
- Liaising with Property Managers on requirements
- Approving invoices
- Maintaining electronic records of contracts
Environmental Data Collection
- Liaise with property managers to obtain annual waste and Fgas data
- Maintain and update the waste and Fgas spreadsheets
Supporting the Operations Executive with business rates administration
- Becoming familiar with business rates rules and practices
- Calculating business rates liability for each of our buildings and ensuring that the correct business rates are charged
- Identifying the most appropriate business rates treatment for new units/buildings
- Approving business rates invoices
- Notifying local authorities of changes of occupier and sorting out errors in billing
- Liaising with the Valuation Office over valuations and splitting of properties, as required
- Dealing with business rates queries from colleagues and tenants
General duties
- General admin support to the department
- Drafting some communication materials
- Filing and any other administrative tasks as required
- Assist the Operations team in providing and delivering information to colleagues on roles and procedures
Other responsibilities
- Working within the company’s procedures and policies
- Working to improve the company's social and environmental objectives
- Other duties commensurate with the post
- Attendance at company-wide events, including the staff conference, company training, etc.
Person Specification
The successful candidate will:
- Be highly organised and efficient, with an ability to prioritise work within tight deadlines, to multi-task and to be flexible
- Have strong analytical skills
- Have a high level of attention to detail and precision, including having the aptitude and patience to sort out detailed problems from time to time
- Be able to act quickly and effectively and use initiative
- Have excellent oral and written communication skills in English, including the ability to communicate with customers on administrative details politely and effectively
- Be numerate and in particular be comfortable producing simple budgets and financial reports in Excel, analysing costs and income, and using percentages and similar intermediate-level functions in Excel
- Have a proven ability to be confidential
- Be skilled at using Microsoft software, especially Outlook, Word and Excel
- Have an aptitude for using databases
- Be committed to social and environmental issues
- Be considerate and comfortable working in a large, open-plan office.
Contractual Details
This is a fixed-term contract with a three-month probationary period. The post is part-time working 32 hours a week, Monday to Friday. The working hours will be between 8am and 6pm and are flexible according to business needs. The salary is £24,000 pro rata (£28,125 full-time equivalent). The role is based in Oxford (The Old Music Hall, 106-108 Cowley Road, Oxford, OX4 1JE).
Benefits include 25 days holiday entitlement, in addition to all public bank holidays. We offer a 3% to 7% company contribution to a pension, life insurance, a company bicycle scheme with bicycle maintenance costs, season ticket loans, interest-free personal loans, as well as other benefits.
Click ''Apply'' to be emailed information about how to complete your application.
Required skills
- Property
- 'Operations Executive'
Reference: 52388679
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