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Operations and Office Admin Job

Operations and Office Admin Job

We have wonderful position as the Office Assistant - who plays a crucial role in ensuring a seamless experience for both incoming and outgoing guests. This position is responsible for preparing flats, managing keys, and maintaining accurate inventory records to support daily operations.

Key Responsibilities:

  • Corporate Clients (Students) Preparations:

    • Ensure flats are thoroughly cleaned and prepared by the cleaning and maintenance teams before new guest arrivals.

    • Prepare welcome materials (paperwork, envelopes, digital emails) at least one day in advance of student arrivals.

    • Coordinate with cleaning and maintenance teams to resolve challenges and ensure smooth operations.

  • Key Management:

    • Collect keys from flats promptly after guest departures.

    • Organize and efficiently allocate keys in the office for future use.

    • Regularly check key boxes and emergency key storage at various locations to ensure availability and proper placement.

    • Maintain records of keys and manage the key allocation software (Keynest).

  • Inventory Monitoring:

    • Conduct pre- and post-stay inventory checks in each flat for items such as fans, irons, and kitchenware.

    • Report missing or damaged items and update internal records accordingly.

  • Coordination with Cleaning & Maintenance Teams:

    • Maintain regular contact with cleaning and maintenance staff for real-time updates on flat readiness and reported issues.

    • Assign tasks or relay urgent requests to ensure timely resolution.

    • Flag any concerns to the Operations Manager and follow up on task completion.

  • Reporting & Admin Tasks:

    • Report daily to the Operations Manager at the beginning of the day to receive updates and tasks.

    • Submit a daily end-of-day summary to the Operations Manager, including task updates, unresolved issues, and guest-related concerns.

    • Maintain and regularly update operational sheets, including:

      • Linen Delivery Sheet: Track clean linen drop-offs and collections from each flat.

      • Daily ROTA: Keep staff scheduling up-to-date and flag any changes.

      • Inventory Logs: Record stock levels and flag any missing or damaged items.

      • Additional internal trackers as assigned.

  • Guest Support & Communication:

    • Monitor guest communication channels (email, booking platforms, etc.) and respond to queries or escalate as necessary.

    • Assist with guest concerns and complaints, providing timely and professional support.

    • Receive training to handle out-of-hours calls and understand how to escalate emergencies or urgent needs.

Reports To: Operations Manager

Start Date: ASAP

Working Hours: 9AM- 5PM (approx.)

Salary: £28,000 GPA + Bonus

Job ID:169238

Responsible Consultant: Fred Hardy (fred@greycoatlumleys.co.uk)