Job Description
Role:
Reporting to the Head of Property, this position has responsibility to lead and manage the strategic planning and allocation of resources across the business to ensure the efficient and timely delivery of key operational activities, including AGMs, EGMs, property inspections, communications, invoicing, and administrative tasks.
Main responsibilities:
Operational Planning & Scheduling:
* Develop and maintain annual and quarterly resource plans to manage:
* 1,100 Annual General Meetings (AGMs)
* 1,100 Extraordinary General Meetings (EGMs)
* 4,400 Property Inspections
* 200,000 Emails
* 50,000 Phone Calls
* Coordinate scheduling with property managers, administrative staff, and external stakeholders.
Workforce Management:
* Forecast staffing needs and allocate workloads to ensure service levels are met.
* Monitor productivity and adjust plans to accommodate peak periods, such as quarterly invoicing and annual leave coverage.
* Collaborate with HR to manage leave calendars and ensure adequate coverage.
Process Optimisation:
* Identify inefficiencies in scheduling, communication handling, and administrative workflows.
* Implement tools and systems (e.g., scheduling software, CRM platforms) to streamline operations.
KPIs:
* Track KPIs related to meeting delivery, inspection completion, communication response times, and administrative task turnaround.
* Provide regular reports to senior management with insights and recommendations
Specific skills, capabilities & requirements:
* Liaise with internal teams (finance, property managers, IT) to align resource planning with business priorities.
* Ensure clear communication of schedules and expectations across departments.
* Proven experience in resource or operations planning, preferably in property management or a service-based industry.
* Strong analytical and organisational skills.
* Excellent communication and interpersonal skills.
* Ability to manage multiple priorities under pressure.
* Strategic Thinking
* Attention to Detail
* Problem Solving
* Leadership & Team Coordination
* Adaptability
* Time Management
* Project management certification (e.g., PRINCE2, PMP) desirable but not essential
* Proficiency in workforce management tools and Microsoft Office Suite.
* Minimum 3 years experience
Benefits:
* Fully paid staff lunch once a month
* x4 hour back vouchers per year
* Complimentary birthday off every year
* Employee loan scheme
* Group Life Insurance
* Annual performance-based bonus
* Additional complimentary festive leave
* Enhanced parental leave
* Salary Sacrifice Pension Scheme
* Hybrid working available on completion of probation
Fixed-term contract (12-months)