The Operations Assistant will support the Head of Operations in the day-to-day management of a portfolio of managed office spaces. This role focuses on ensuring operational efficiency, resolving issues as they arise across sites, and maintaining a high standard of service delivery for occupiers and stakeholders.
You’ll be the “eyes and ears” across the portfolio—helping identify problems early, coordinate solutions, and keep everything running smoothly.
Operational Support
* Assist the Head of Operations in overseeing multiple managed office locations
* Monitor day-to-day operations and flag issues requiring escalation
* Support implementation of operational policies and procedures
* Help coordinate new site launches, refurbishments, and fit-outs
* Act as a first point of contact for operational issues across the portfolio
* Log, track, and follow up on maintenance, service, and tenant-related issues
* Coordinate with contractors, suppliers, and site teams to resolve problems efficiently
* Ensure timely communication and updates to relevant stakeholders
Facilities & Maintenance Coordination
* Liaise with facilities management providers and contractors
* Schedule planned maintenance and reactive works
* Track service performance and ensure SLAs are met
* Assist with compliance checks (health & safety, statutory requirements)
Tenant & Client Support
* Support occupier experience by responding to queries and requests
* Help manage tenant communications and notices
* Assist with onboarding new tenants and offboarding processes
Administrative & Reporting Duties
* Maintain accurate records of issues, works, and site activity
* Prepare reports for the Head of Operations (e.g., issue logs, performance metrics)
* Assist with budgeting tracking and invoice processing where required
* Support data collection for operational performance analysis
Skills & Experience
* Previous experience in operations, facilities, property management, or similar
* Strong organisational and multitasking skills
* Ability to manage and prioritise multiple issues across different locations
* Excellent communication skills (written and verbal)
* Problem-solving mindset with attention to detail
* Proficiency in Microsoft Office (Excel, Outlook, Word)
* Experience in managed offices, coworking, or commercial property
* Familiarity with facilities management systems or CAFM tools
* Understanding of health & safety and compliance requirements
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