Role OverviewThe 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.
Key Responsibilities
Operational SupportAssist the Head of Operations in overseeing multiple managed office locationsMonitor day-to-day operations and flag issues requiring escalationSupport implementation of operational policies and proceduresHelp coordinate new site launches, refurbishments, and fit-outsIssue & Incident ManagementAct as a first point of contact for operational issues across the portfolioLog, track, and follow up on maintenance, service, and tenant-related issuesCoordinate with contractors, suppliers, and site teams to resolve problems efficientlyEnsure timely communication and updates to relevant stakeholdersFacilities & Maintenance CoordinationLiaise with facilities management providers and contractorsSchedule planned maintenance and reactive worksTrack service performance and ensure SLAs are metAssist with compliance checks (health & safety, statutory requirements)Tenant & Client SupportSupport occupier experience by responding to queries and requestsHelp manage tenant communications and noticesAssist with onboarding new tenants and offboarding processesAdministrative & Reporting DutiesMaintain accurate records of issues, works, and site activityPrepare reports for the Head of Operations (e.g., issue logs, performance metrics)Assist with budgeting tracking and invoice processing where requiredSupport data collection for operational performance analysis
Skills & Experience
EssentialPrevious experience in operations, facilities, property management, or similarStrong organisational and multitasking skillsAbility to manage and prioritise multiple issues across different locationsExcellent communication skills (written and verbal)Problem-solving mindset with attention to detailProficiency in Microsoft Office (Excel, Outlook, Word)DesirableExperience in managed offices, coworking, or commercial propertyFamiliarity with facilities management systems or CAFM toolsUnderstanding of health & safety and compliance requirements