Operations Assistant - Claud Investments
Reporting To: Operations / Commercial Manager
Works Closely With: Project Manager, Quality Control
About us:
Claud Investments is a property investment and development company specialising in the acquisition and refurbishment of residential properties. We deliver high-quality refurbishment projects, typically converting properties into multi-unit accommodation. Quality, programme control, and clear communication are central to how we operate.
Job Summary:
We are seeking a highly organised and proactive Operations Assistant to support the delivery of construction projects.
This role is responsible for:
* Tracking site performance
* Maintaining accurate data and reporting
* Enforcing accountability through validation and escalation
* Monitoring HMO licence status across all relevant projects
The Operations Assistant acts as a control and visibility layer, ensuring projects and compliance processes remain on track without directly managing operations.
What we offer:
* Salary of £35,000 - £40,000 depending on experience
* 20 Days holiday plus bank holidays
* Contributory Pension Scheme
* Annual Salary Review
* Opportunity to grow with a structured and expanding property business
* A professional but supportive working environment where quality matters
Key Responsibilities:
Project Tracking and Site Visibility (Core)
* Monitor all live projects against programme timelines
* Track (based on PM updates only):
* Start dates
* Progress vs programme
* Labour levels
* Key milestones
Asana and Reporting Management (Critical)
* Maintain accurate and up-to-date data in Asana
* Input and structure:
* Daily PM updates
* Weekly summaries
* Task progress
Validation and Challenge (Accountability Driver)
* Review PM updates and identify:
* Gaps
* Inconsistencies
* Weak reporting
* Challenge PM where required:
* Missed start dates
* Reduced labour
* Lack of progress
Issue Flagging and Escalation
* Log issues clearly in Asana:
* Description
* Impact
* Responsible party (PM)
* Escalate to Manager when:
* Issues are not resolved
* PM response is delayed
* Projects are at risk
Programme Monitoring
* Track progress against programme
* Identify:
* Delays
* Slippage
* Risks
* Ensure deviations are flagged early
HMO Licence Tracking (Control Function)
* Submit and manage HMO applications
* Maintain a central HMO licence tracker across all applicable properties
* Track:
* Application status (not started, submitted, in review, approved)
* Key submission dates
* Outstanding required documents
* Licence expiry and renewal dates
* Ensure:
* All required information has been provided internally (via head office/architect)
* No applications are left untracked or delayed
* Flag to manager:
* Missing documents
* Council response delays
* Upcoming expiries and renewals
Documentation and File Management
* Maintain organised records:
* Reports
* Drawings (latest versions only)
* Project files
* Ensure all information is up to date and easily accessible
Operational Support to Manager
* Act as a key support function for tracking and coordination
* Provide:
* Clear project snapshots
* Reliable operational data
* Ensure information is structured, consistent, and actionable
Aftercare Coordination
* Manage and monitor the aftercare inbox on a daily basis
* Act as the primary point of contact for all aftercare queries from clients
* Log, categorise, and prioritise all aftercare items
* Coordinate internally with Site Managers, Quality Control, and relevant team members to assign responsibility for each item
* Provide clients with clear and realistic timescales for resolution
* Arrange and agree access with clients where required to complete works
* Proactively follow up with the internal team to ensure aftercare items are progressing and completed within agreed timeframes
* Maintain clear and accurate records of all communication, actions, and status updates
* Confirm completion of works with the internal team
* Close out aftercare items by communicating resolution clearly to the client and confirming satisfaction