Operations Teams Assistant

2 months ago

London, United Kingdom Urbanest UK LTD Full time

**About Us**

This is a wonderful opportunity to join an ambitious, thriving and professional company with a truly innovative spirit, located in heart of London (zone 1). Our business originally started in 2009 and we have grown quickly. With exciting projects in the pipeline we are looking to double in size in the next 3-4 years. We’re ambitious, our Mission is to achieve 10,000 beds by 2025. We have a head-office in Covent Garden and we currently operate out of 8 properties (King’s Cross, St Pancras, Hoxton, Tower Bridge, Victoria, Vauxhall, City and Westminster), with nearly 4,000 beds. Exciting times as we are looking forward to opening our 9th property - urbanest Battersea (852 beds) in September 2024 and a 10th property - urbanest Canary Wharf (1784 beds) in 2026 We offer an amazing living experience with students who attend top universities such as Kings College, LSE, City University of London, University College London, NYU, SOAS and University of the Arts. Each of our residents’ rooms are designed to maximise space and light, and deliver the best in modern living with innovative finishes.

Our properties have a great community feel; with both lively and buzzing social areas and quiet study spaces for our residents. There is a co-ordinated calendar of in-house events that we run regularly and these help students to discover London, settle in, meet new people and enjoy their time living with us.

You will be joining an 180+ strong team. We all catch up and celebrate at different events throughout the year (End of Year and Summer parties). In your role you will be out and about and get to see the incredible work our Operations team carry out to provide a safe living and working experience, 24/7 and 365 days per year.

Our company values are intrinsic to our business ethos**:I**ntegrity, **D**evelopment, **E**nergy, **A**chievement & **S**upport (IDEAS) and we pride ourselves on a warm, collaborative and welcoming culture.

Our Vision is to achieve “a living & working experience better than yesterday; even better tomorrow”.

**Application closing date: 1st March 2024**

**The Role**

A new opportunity has arisen, in readiness for our growth plans, to provide exceptional support to the COO, who has recently taken over management of the Operations Director and respective property teams, the Estates Team and Customer Experience Director and respective Team. This role will also assist the Head Office EA/Office Manager and Admin Team Assistant. We are seeking a dynamic individual to make a success of this pivotal role and to work collaboratively across the business.

The role will include time around our property portfolio and at Head-Office. This position requires a proactive approach to ensure the smooth functioning of operations, including organising and attending meetings for different business teams; taking minutes and following up on actions and helping to support Head-Office with general administrative responsibilities and the effective management of the meeting rooms, reception area and the kitchen/dining space.

**_
Reporting to: _**COO

**_Based at:_** 101 St Martin’s Lane (Head Office) & in and around our properties - all in Zone 1 (as required).

**_
Working Relationships:

- _**

**_ COO_**
- Provide comprehensive secretarial and administrative support to the COO’s direct business reports from the Estates, Customer Experience teams and to the Operations Director.
- Attend meetings, taking minutes, and ensuring all action items are documented, followed up on and closed out; circulation of presentations, minutes; drafting & circulation of, agendas.
- Managing and co-ordinating diaries and schedules, for both internal and external meetings, either to be held on site at our properties, Head-Office, or other.
- Working collaboratively with the Operational Communications Executive to help provide and drive regular content for the Intranest (company internet - central comms channel for the business)

**_ Operations Director_**
- Providing full secretarial support at diarised meetings e.g. Monthly Operations meeting, Health & Safety Strategy meeting; Health & Safety Committee meeting - with minute taking; timely production of minutes; follow up with attendees on action/’RAG’ status distributing to relevant parties.
- Prepare and draft presentations (e.g. power-point) as required.

**_ Estates & Customer Experience Teams_**
- To assist/support
- the teams with confirming contractor’s attendance with the respective property team (and contractor), for PPM and reactive maintenance works; & attendance at meetings.
- with specialist projects/tasks, Health and Safety, Building Safety Acts works,
- with the processing of expenses (where applicable) and invoices; working closely with the Accounts Payable function to ensure prompt payment of suppliers and contractors.

**_General Secretarial / Administrative Support_**
- Liaising with internal and external contacts to ensure the smooth runni

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