Calculating business rates liability for each of our buildings and ensuring that the correct business rates are chargedOperations Executive £24,000 part-time salary £28,125 FTE Fixed term for 10 months 32 hours per week, Monday to Friday flexible between 8 am and 6 pmOxford OX4 1JEStart date: May 15 2024 The Post As Operations Assistant, your responsibilities will include, but not limited to:Tenant Administration Assisting the Operations Manager with a range of tenant administration, including: &x2022; 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&x2022; Maintaining and updating templates of leases and licences&x2022; Keeping tenants&x2019; electronic and paper records up-to-date&x2022; Dealing with tenants&x2019; administrative queries&x2022; Maintenance of building plans&x2022; Issuing consents to sub-letting&x2022; Preparing and maintaining procedure documents for tenant administrative processes&x2022; Drafting terms within leases and licences, which are outside of the standard templates&x2022; Assisting with non-financial aspects of the rent review process &x2022; Coordinating the process for annual lease and licence renewals Development of Company&x2019;s electronic Information system Netsuite &x2022; Assisting the Operations Manager with the development and implementation of the Netsuite system&x2022; Designing reports&x2022; Training staff in use of Netsuite&x2022; Assisting staff with importing/exporting data, producing reports, setting up dashboard Central purchasing contracts Mobile phones and 365 licences&x2022; Maintain employee phone list and location of phones&x2022; Order new phones within policy&x2022; Allocation of SIM cards&x2022; Check invoices from suppliers are accurate and investigate unusual costs&x2022; Monitor Office 365 office exchange licences Utilities&x2022; Maintain gas, electricity and water usage spreadsheets&x2022; Liaise with property managers to get readings&x2022; Communicate with suppliers to ensure accurate billing&x2022; Checking electricity usage reports for half-hourly meters and investigating unusual costs&x2022; Reviewing solar credit readings and checking correct income is received Support the full-time Operations Assistant with other central contracts photocopiers and sanitary bins&x2022; Dealing with annual contract renewals and obtaining best prices&x2022; Liaising with Regional Managers on requirements &x2022; Approving invoices &x2022; Preparing and reviewing annual budgets Supporting the part-time Operations Assistant with business rates administration &x2022; Becoming familiar with business rates rules and practices&x2022; Calculating business rates liability for each of our buildings and ensuring that the correct business rates are charged&x2022; Identifying the most appropriate business rates treatment for new units/buildings&x2022; Approving business rates invoices&x2022; Notifying local authorities of changes of occupier and sorting out errors in billing&x2022; Liaising with the Valuation Office over valuations and splitting of properties, as required&x2022; Dealing with business rates queries from colleagues and tenants General Duties&x2022; General admin support to the department&x2022; Drafting some communication materials&x2022; Filing and any other administrative tasks as required&x2022; Assist the Operations team in providing and delivering information to colleagues on roles and procedures Other responsibilities&x2022; Working within the company&x2019;s procedures and policies&x2022; Working to improve the company's social and environmental objectives Person Specification The successful candidate will: &x2022; Be highly organised and efficient, with an ability to prioritise work within tight deadlines, to multi-task and to be flexible&x2022; Have strong analytical skills&x2022; 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&x2022; Be able to act quickly and effectively and use initiative&x2022; Have excellent oral and written communications skills in English, including the ability to communicate with customers on administrative details politely and effectively&x2022; 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&x2022; Have a proven ability to be confidential&x2022; Be skilled at using Microsoft software, especially Outlook, Word and Excel&x2022; Have an aptitude for using databases&x2022; Be committed to social and environmental issues&x2022; Be considerate and comfortable working in a large, open-plan office. Experience of any of the following would be an advantage:&x2022; The social or environmental sector&x2022; Property administration&x2022; Property law 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.