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.