Job Description

About us

We operate a portfolio of high-end properties in the UK used for

short stays, events and media/production hires

. We're scaling quickly and continuously upgrading how the business runs -- tighter workflows, stronger reporting, better tools, and smoother execution across the team.

The role

This is an execution-first role working closely with the directors. You will take decisions made in meetings and

turn them into working systems

: selecting tools where needed, setting them up, rolling them out, building trackers and dashboards, writing SOPs, and making sure everything works day-to-day.

You'll be the person who reduces chaos by building the operational "machine" behind the business.

Key responsibilities

1) Implement systems & software (core)

You will lead the setup and rollout of operational tools and ensure adoption, reliability and measurable results. Examples include:

AI call summaries / call recording tools

for training and performance improvement

Answerphone / missed call handling systems

Wi-Fi data capture systems

(guest data capture workflows, compliance-friendly processes, reporting outputs)

Payment processors and payment plan tracking

Time tracking tools

for staff and contractors

CRM systems

(lead tracking, follow-ups, pipeline structure, status rules, reporting)

Expense reporting workflows

(staff claims, approvals, reimbursements, audit trails)
This includes:

Tool setup, configuration, access control, permissions Building workflows and automations Migrating and structuring existing data where required Producing clear user guides and short training notes Monitoring usage and fixing breakdown points so tools actually stick

2) Workflow build, dashboards & reporting

Build and maintain workflows, templates, automations, and dashboards in

Monday.com

(or similar). Build structured trackers and reporting in

Excel

(formulas, validation, clean inputs/outputs). Create "single source of truth" operational trackers (payments, task ownership, deadlines, performance metrics). Prepare weekly/monthly operational reporting packs for directors (clear, accurate, decision-useful).

3) SOPs, checklists & process systemisation

Convert ad-hoc processes into clear SOPs, checklists and playbooks. Define ownership, timelines, SLAs and escalation routes so tasks don't drift. Maintain documentation so new hires can onboard quickly and processes stay consistent.

4) Implementation support across the business

Improve internal comms and accountability by ensuring tasks, owners and deadlines are captured and tracked. Support recruitment implementation (pipeline tracking, stage definitions, scheduling, onboarding checklists). Help implement and maintain performance / incentive tracking systems (rules, trackers, reporting).

What we're looking for

Essential

Proven experience implementing systems in a fast-paced operations environment (property/hospitality/events a plus). Strong hands-on ability in

Monday.com

(or similar) -- building workflows, not just using tasks. Strong

Excel

skills (tracking, reporting, formulas, structure). Excellent attention to detail and follow-through -- you close loops without being chased. Comfortable working

hybrid in London

and attending meetings at office/properties when needed.

Desirable

Experience rolling out tools like CRMs, time trackers, payment processors, VOIP/call handling systems, and AI tools. Familiarity with integrations/automation logic (Zapier/Make style thinking). Strong SOP and documentation capability (Notion/Confluence style).

What success looks like (first 60-90 days)

Multiple key tools implemented and actively used (with documentation and adoption). Core workflows rebuilt with dashboards and owners assigned. Reliable "source of truth" trackers/reporting for directors.
Noticeable reduction in operational friction and fewer things falling through gaps

Job Types: Full-time, Permanent

Pay: 34,000.00-40,000.00 per year

Benefits:

Additional leave Company events Company pension Employee discount Flexitime Free parking On-site parking Referral programme Work from home
Ability to commute/relocate:

London SE18 6RS: reliably commute or plan to relocate before starting work (preferred)
Application question(s):

Give an example of a tool/software rollout you led. Describe an Excel tracker/report you built that was relied on weekly/monthly.
Experience:

Project management software: 1 year (preferred) Project management: 1 year (preferred) CRM software: 1 year (preferred)
Work Location: Hybrid remote in London SE18 6RS