This job has expired

Operations Coordinator

Maxwell Stephens Ltd
London (Central), London (Greater)
Up to £38,000 plus amazing benefits package and future development opportunities
Closing date
10 Aug 2021

View more

Specialist Area
Estates, property
Job Level
You need to sign in or create an account to save a job.

Job Details

Our client are a hugely successful property and real estate company who are now seeking to recruit an Operations Coordinator to support the effective management of all aspects of the day-to-day operations to deliver a best in class service to the occupiers and visitors of the property.

Main Responsibilities:


  • Maintain positive working relationships with occupier contacts ensuring a professional approach is always taken.
  • Assist in the supervision of the in-house team and contracted service providers to ensure a customer focused service is consistently provided to the occupiers through forward planning and good communication with all stakeholders.
  • Maintain positive working relationships with all members of the property management team and contracted staff to achieve a collaborative approach in the day-to-day operations of the property.
  • Ensure any communication received regarding the property services is dealt with in a timely and efficient manner.
  • To carry out any other reasonable duties as requested from time to time by the Management team.


  • Maintain proper records of expenditure and spending commitments, using appropriate

technology provided

  • Support the service charge management processes, actively participating in the regular
  • review of expenditure against forecasts, managing queries and providing written budgetary reports where instructed.
  • Check and sign contractor invoices, making sure that works are complete to an acceptable standard and ensure invoices are processed in a timely manner.
  • Assist in the tender and collation processes of service contracts.

Systems and process:

  • Support the management of soft service contracts including but not limited to cleaning, security, reception, mail room, landscaping, pest control and waste management services.
  • Carry out regular inspections of the landlord services to ensure standards are being
  • maintained by the wider team, reporting deficiencies observed and working with the wider team to address these.
  • Manage small repairs and projects to ensure they are planned, coordinated, supervised and completed in a timely manner and to the agreed budget.
  • Ensure the presentation of the property and front of house services are always of the highest order.
  • Actively audit and make recommendations for continual improvement.
  • Take a lead role in maintaining an online statutory compliance reporting system, coordinate upcoming inspections and the logistics of each visit in a timely manner.
  • Maintain clear records of actions arising from statutory inspections and audits, record works undertaken to address these using the online compliance system. Provide regular reports on statutory compliance.
  • Work closely with the management to coordinate training course bookings for all members of the team and communicate course details to delegates.
  • Maintain an online training compliance system.
  • Coordinate disruptive task communications ensuring occupiers receive clear, concise and timely notifications.
  • Actively participate in the planning, implementation, monitoring and reporting of sustainability and corporate social responsibility initiatives.
  • Actively support the corporate and marketing events for the property.

Essential experience required:

  • Minimum of 2 years’ experience in a property or facilities management environment.
  • GCSE in Mathematics and English (minimum grade of C/4).
  • Demonstrable supervisory responsibilities in past positions held.
  • Experience in managing/supervising front of house services.
  • Experience in managing financial processes including purchase orders and invoicing process.
  • An understanding of statutory compliance and risk management.
  • An understanding of permit to work systems and processes.
  • Able to complete own work under minimal management, use own initiative and make decisions as required.
  • Experience in managing data systems and processes.
  • Excellent computer literacy and advanced knowledge of Microsoft Office package.
  • Effective communication skills, both verbal and written.
  • Professional, presentable, articulate and confident.
  • High level of time management and organisational skills.
  • Pro-active and positive “can do” approach.
  • Customer focused approach

We are expecting a quick turnaround with this role, so if of interest, don’t delay your application.


Maxwell Stephens is here to help with the full range of recruitment services in the facilities management industry. We are a specialist service supplier, achieving world-class results through our unique combination of focus, knowledge and industry experience. Our in-depth understanding, backed by state-of-the-art technology, means you can count on us for recruitment services that are second to none - whether you're a client or a candidate. Our experience and expertise means we can deliver solutions for facilities and property professionals at all levels, from graduate trainee through to board director. We work across the whole sector.

Find Us
0207 118 4848
Golden Cross House
8 Duncannon Street
Greater London
You need to sign in or create an account to save a job.

Get job alerts

Create a job alert and receive personalised job recommendations straight to your inbox.

Create alert