Operations Assistant (Property Portfolio) Job Specification

1. Financial & Procurement Management:
   • Finance Mastery: Rigorously manage all financial processing, including the handling of invoices, payments, expenses, and supplier accounts.
   • Cost Control: Accurately track and control all financial documentation and costs related to maintenance, repairs, and service charges.
2. Communication & Stakeholder Management:
   • Exceptional Communication: Serve as the primary point of contact, maintaining very strong communication standards with tenants, suppliers, and contractors.
3. Documentation & Administrative Control:
   • Documentation Rigour: Ensure all portfolio actions, agreements, and financial transactions are fully and accurately documented for the entire team's access and audit compliance.
   • System Maintenance: Maintain and regularly update all document management systems and lease agreements. 
4. Problem-Solving & Urgency Management:
   • High-Level Problem Solver: Proactively identify and resolve operational and financial challenges by demonstrating attention to detail, understanding property regulations and limitations, and finding optimal solutions quickly.
   • Urgency Handling: Effectively manage time and prioritise tasks, as urgent matters come up constantly, requiring immediate and accurate attention.
5. Project & Time Management:
   • Concurrent Project Management: Drive and manage the portfolio's concurrent small projects (e.g., maintenance, repairs, minor renovations) with efficiency and detailed tracking.
   • Prioritisation: Maintain very good time management and prioritisation skills to allocate resources effectively across simultaneous tasks.

• Experience: Minimum 3 years of relevant work experience in financial administration, bookkeeping, or property management support.
• Language: Native-like proficiency in written and spoken English for formal and international correspondence.
• Financial & Technical Tools: High proficiency in basic accounting concepts and bookkeeping 
• Analytical Skills: Strong ability to analyse situations and priorities correctly, reviewing and comparing quotes and recommending to the management which one to go with.
• Attention to Detail: Exceptional accuracy and dedication to compliance.
• Problem-Solving: Proven capacity to identify limitations, understand regulations, and deliver timely solutions.
• Project Management: Demonstrated ability to manage multiple concurrent small projects.