Job Title: Operations ExecutiveSalary: £24,000 part-time salary (£28,125 full-time equivalent) depending on experienceContract: Fixed term for 10 monthsWorking hours: 32 hours per week, Monday to Friday flexible between 8am and 6pmLocation: Oxford (The Old Music Hall, 106-108 Cowley Road, Oxford, OX4 1JE)Start date: May 15 2024You will share responsibility with the other Operations Executive (one full-time and one part-time), for all tenant-related administration and record-keeping and will be one of the first points of contact for new tenants. You will be line managed by the Operations Manager.As Operations Assistant, your responsibilities will include, but not limited to:Tenant AdministrationAssisting 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 renewalsDevelopment 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 dashboardCentral purchasing contractsMobile 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 licencesUtilities· 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 receivedSupport 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· Maintaining electronic and paper records of contractsSupporting 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 tenantsGeneral 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 proceduresOther responsibilities· Working within the company’s procedures and policies· Working to improve the company's social and environmental objectives· Other duties commensurate with the post· Attendance at company-wide events, including the staff conference, company training, etc.Person SpecificationThe 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 lawThis is a fixed term contract with a three-month probationary period. The post is part time working 32 hours a week, Monday to Friday. The working hours will be between 8am and 6pm and are flexible according to business needs. The salary is £24,000 pro rata (£28,125 full time equivalent). The role is based in Oxford (The Old Music Hall, 106-108 Cowley Road, Oxford, OX4 1JE).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.
