Operations Executive

Oxford, Oxfordshire
Ethical Property Company

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

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.