Operations Executive

Operations 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 pm
Oxford (OX4 1JE)
Start 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:

* 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
* Maintaining and updating templates of leases and licences
* Keeping tenants' electronic and paper records up-to-date
* Dealing with tenants' administrative queries
* Maintenance of building plans
* Issuing consents to sub-letting
* Preparing and maintaining procedure documents for tenant administrative processes
* Drafting terms within leases and licences, which are outside of the standard templates
* Assisting with non-financial aspects of the rent review process
* Coordinating the process for annual lease and licence renewals

Development of Company's electronic Information system (Netsuite)
* Assisting the Operations Manager with the development and implementation of the Netsuite system
* Designing reports
* Training staff in use of Netsuite
* Assisting staff with importing/exporting data, producing reports, setting up dashboard

Central purchasing contracts

Mobile phones and 365 licences
* Maintain employee phone list and location of phones
* Order new phones within policy
* Allocation of SIM cards
* Check invoices from suppliers are accurate and investigate unusual costs
* Monitor Office 365 office exchange licences

Utilities
* Maintain gas, electricity and water usage spreadsheets
* Liaise with property managers to get readings
* Communicate with suppliers to ensure accurate billing
* Checking electricity usage reports for half-hourly meters and investigating unusual costs
* Reviewing solar credit readings and checking correct income is received

Support the full-time Operations Assistant with other central contracts (photocopiers and sanitary bins)
* Dealing with annual contract renewals and obtaining best prices
* Liaising with Regional Managers on requirements
* Approving invoices
* Preparing and reviewing annual budgets

Supporting the part-time Operations Assistant with business rates administration
* Becoming familiar with business rates rules and practices
* Calculating business rates liability for each of our buildings and ensuring that the correct business rates are charged
* Identifying the most appropriate business rates treatment for new units/buildings
* Approving business rates invoices
* Notifying local authorities of changes of occupier and sorting out errors in billing
* Liaising with the Valuation Office over valuations and splitting of properties, as required
* Dealing with business rates queries from colleagues and tenants

General Duties
* General admin support to the department
* Drafting some communication materials
* Filing and any other administrative tasks as required
* Assist the Operations team in providing and delivering information to colleagues on roles and procedures

Other responsibilities
* Working within the company's procedures and policies
* Working to improve the company's social and environmental objectives

Person Specification

The successful candidate will:
* Be highly organised and efficient, with an ability to prioritise work within tight deadlines, to multi-task and to be flexible
* Have strong analytical skills
* 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
* Be able to act quickly and effectively and use initiative
* Have excellent oral and written communications skills in English, including the ability to communicate with customers on administrative details politely and effectively
* 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
* Have a proven ability to be confidential
* Be skilled at using Microsoft software, especially Outlook, Word and Excel
* Have an aptitude for using databases
* Be committed to social and environmental issues
* Be considerate and comfortable working in a large, open-plan office.

Experience of any of the following would be an advantage:
* The social or environmental sector
* Property administration
* 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.