Job Description

About the Role

We are a fast-growing property compliance business looking for a highly organised, reliable and proactive Operations Assistant.

This role is essential in ensuring that jobs are quoted, scheduled, delivered and filed correctly, and that clients receive timely updates and professional communication throughout the process.

You will work directly under the Operations & Executive Support Manager, supporting them in keeping the operational workflow running smoothly. As the business continues to expand, there will be clear opportunities for development and progression for someone who demonstrates capability, initiative and a desire to grow.

Key Responsibilities

1. Quoting & Invoicing

Prepare and send accurate quotes to clients based on provided details Ensure all pricing, scope and job information is correct before sending Generate invoices after job completion Record and file all invoices in the correct locations Update internal systems so job financials remain accurate and up-to-date

2. Scheduling & Coordination

Schedule jobs with in-house assessors and subcontractors Manage calendars, job sequencing, availability and travel considerations Confirm appointment details with clients and site contacts Rearrange appointments quickly when access issues or changes arise Maintain a smooth, organised schedule to maximise efficiency

3. Workflow & SLA Management

Track every job through the full workflow:

order ? scheduled ? completed ? invoiced ? filed

Ensure tasks progress in line with SLAs and internal KPIs Monitor job statuses and flag delays or risks to the Operations Manager Keep all internal systems updated accurately and consistently Help ensure the business consistently meets promised turnaround times

4. Client & Assessor Communication

Provide clear updates to clients at each stage of their job Send confirmation emails, reminders and completion notifications Liaise with assessors and subcontractors about access, logistics and documentation Manage simple client queries directly and escalate complex issues when required Maintain a friendly, professional tone in all communication

5. Documentation & Report Handling

Gather required documentation from clients (access info, previous reports, certificates, etc.) Receive, save and correctly file completed assessment reports Send completed reports to clients promptly Maintain a structured digital filing system for audits and compliance Ensure documentation is easy to find, accurate and properly labelled

6. Administrative Support

Assist the Operations & Executive Support Manager with day-to-day tasks Support workflow housekeeping, data updates and quality checks Contribute to process improvements and operational efficiency projects Perform general admin duties to help the business run smoothly Provide flexibility to adapt to new tasks during busy periods

Required Skills & Experience

Highly organised with excellent attention to detail Experience in an administrative, operational or scheduling role Strong written and verbal communication skills Confident managing multiple tasks in a fast-paced environment Comfortable speaking with clients, assessors and subcontractors Good digital literacy (email, calendars, CRM-style platforms) Positive, proactive attitude with a willingness to learn Calm and solution-focused when unexpected issues arise

What We Offer

A key position in an ambitious, growing business A structured role with clear responsibilities and support Office-based environment with a friendly and collaborative team Training on all systems, processes and compliance services Opportunities for progression as the company expands Direct mentorship and support from the Operations Manager Stable, long-term role with real development potential
Job Type: Full-time

Pay: From 26,000.00 per year

Work Location: In person