Job Description
Role Overview
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 similarStrong 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 detailProficiency 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