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Operations Assistant

Operations Assistant - Oxford - Job Description
Salary: Up to £24,000 depending on skills and experience.
Working hours: Full time, Permanent role working 37.5 hours per week
Location: The Old Music Hall, 106-108 Cowley Road, Oxford, OX4 1JE
Closing date: 9am on 27th February 2020
Interview date: W.C 2nd March 2020


The Ethical Property Company
Founded 20 years ago, the Ethical Property Company provides affordable workspace to charities, community groups, campaigns and social businesses working for a fairer and more sustainable society.

From humble beginnings, the company has grown steadily and now owns or manages 23 centres across the UK providing affordable office, retail and conference space to over 1,000 social change organisations.

Flexible leasing arrangements provide our tenants with long-term security and working alongside like-minded organisations offers them influence-enhancing networking opportunities.


The Post
The role will give you the opportunity to gain an insight into many aspects of our fast-growing and innovative organisation and to see at first-hand how we put our commitment to society and the environment into practice whilst running a financially sound business.


You will share responsibility with the other Operations Assistant, 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.


You may occasionally be required to travel elsewhere within the UK.


As Operations Assistant, your responsibilities will include:


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
, Dealing with elements of sales and finance (not currently part of the role but likely to be introduced shortly subject to an ongoing review)
, Maintaining and updating templates of leases and licences and Netsuite
, 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
, Becoming familiar with business rates rules and practices and supporting Operations Assistant with:
o Calculating business rates liability for each of our buildings and ensuring that the correct business rates are charged
o Identifying the most appropriate business rates treatment for new units/buildings
o Approving business rates invoices
o Notifying local authorities of changes of occupier and sorting out errors in billing
o Liaising with the Valuation Office over valuations and splitting of properties, as required
o Dealing with business rates queries from colleagues and tenants
, 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 contracts
, 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


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
, Have a logical and creative approach to problem solving
, Have some experience of numerical analysis and presenting numerical information 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
, Familiarity with legal documentation
, Property law.
, Sales experience


Contractual Details
We offer a company contribution up to 7% to a pension dependent on scheme choice, 2 x salary life assurance, a free company bicycle scheme with bicycle maintenance costs, season ticket loans, as well as other benefits.


To Apply: Please click Apply now and ensure you include a valid email address as you will be sent further details.


Please note, you must be eligible to work in the UK in order to apply for this role.

We cannot support visas.


No agencies.




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