Operations Coordinator

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  • Job Reference: PR/000776
  • Job Title: Operations Coordinator
  • Location: Central London
  • Basic Salary Range: £36,000 - £38,000 per annum + Benefits & Opportunities
  • Job Type: Permanent
  • Posted 1 year ago
  • This position has been filled

Maxwell Stephens are looking for a motivated Operations Coordinator to be responsible for supporting the effective management of all aspects of the day-to-day operations to deliver an exemplary service to the occupiers and visitors of the property for our client, a leading asset management firm.

Key Responsibilities


  • Maintain positive working relationships with occupier contacts and external stakeholders ensuring a professional approach is always taken.
  • Supervise the in-house team and contracted service providers to ensure a customer focused service is consistently provided to the occupiers through forward planning and good communication with all stakeholders.
  • Maintain positive working relationships with all members of the property management team and contracted staff to achieve a collaborative approach in the day to day operations of the property.
  • Ensure any communication received regarding the property services is dealt with in a timely and efficient manner.
  • To carry out any other reasonable duties as requested from time to time by the Management team.
  • Ensure that a high standard of administration is delivered in support of operations in the property.


  • Maintain proper records of expenditure and spending commitments, using appropriate technology provided.
  • Support the service charge management processes, actively participating in the regular review of expenditure against forecasts, managing queries and providing written budgetary reports where instructed.
  • Check and sign contractor invoices, making sure that works are complete to an acceptable standard and ensure invoices are processed in a timely manner.
  • Assist in the tender and collation processes of service contracts.

Systems and process

  • Support the management of soft service contracts including but not limited to cleaning, security, reception, landscaping, pest control and waste management services.
  • Carry out regular inspections of the landlord services to ensure standards are being maintained by the wider team, reporting deficiencies observed and working with the wider team to address these.
  • Manage small repairs and projects to ensure they are planned, coordinated, supervised and completed in a timely manner and to the agreed budget.
  • Ensure the presentation of the property and front of house services are always of the highest order. Actively audit and make recommendations for continual improvement.
  • Take a lead role in maintaining an online statutory compliance reporting system, coordinate upcoming inspections and the logistics of each visit in a timely manner.
  • Maintain clear records of actions arising from statutory inspections and audits, record works undertaken to address these using the online compliance system. Provide regular reports on statutory compliance.
  • Work closely with the General Manager to coordinate training course bookings for all members of the team and communicate course details to delegates. Maintain an online training compliance system.
  • Coordinate disruptive task communications ensuring occupiers receive clear, concise and timely notifications.
  • Actively participate in the planning, implementation, monitoring and reporting of sustainability and corporate social responsibility initiatives.
  • Actively support the corporate and marketing events for the property.


Health & Safety

  • To take reasonable care for the health and safety of yourself and of other persons who may be affected by your acts or omissions at works.
  • To co-operate with the company so far as is always necessary to enable the company to comply fully and with its legal duties regarding health, safety and welfare matters.
  • Never to interfere with or misuse anything provided in the interest of health, safety and welfare.
  • To familiarise yourself with the company’s Health and Safety Policy and to comply fully always with the company’s health, safety, welfare and fire arrangements.
  • To report immediately all accidents involving injuries and illness verbally to your immediate superior and a First Aider and make or have made on your behalf, an entry in the company’s Accident Book.

About You

  • Effective communication skills, both verbal and written.
  • Professional, presentable, articulate and confident with an ability to demonstrate well developed interpersonal skills.
  • Time management and organisational skills, capable of monitoring multiple open tasks at any one time.
  • Able to use initiative and make decisions as required.
  • Good attention to detail.
  • Pro-active and positive “can do” approach.

Please send your CV or any enquiries to cv@maxwellstephens.com