Operations Executive

Our client specialises in the management & operation of a variety of BTR asset classes – Co-living, traditional residential block management, large scale HMO and hotels. With our fresh customer service and hospitality approach to property management, we have built a trusted and award-winning brand as we continue to grow throughout London. Our client specialises each position within the Property Management Team, helping improve efficiency

& customer satisfaction. This specific role has 4 major functions:

1) Organise & Manage Responsive Maintenance Work Orders – Working with the Facilities Manager (FM) and Guest Service Manager, arrange work orders & track progress via facility management software (FixFlo).

2) Schedule & Manage Planned Maintenance – Working with the Facilities Manager, ensure all planned maintenance works are scheduled, completed and recorded in line with compliance and Gravity PPM schedule on FixFlo.

3) Report Creation – Create weekly & monthly recap reports and forecast reports with the operations team. Highlighting trends & KPI analysis.

4) Tenant Communication – Be the main point of contact for tenants. Responding to maintenance requests, updating tenants on progress & adding a strong layer of hospitality customer service.



Work orders/dispatch

Create or receive work order requests from team and dispatch them to the contractors per Our client contractor list
Communicate with contractors via FixFlo to arrange date & time for visit
Communicate with tenants via FixFlo when to expect the contractor – arrange access if tenant is not home
Receive contractor completion reports & communicate with tenant for confirmation of satisfactory work
Escalate any requests to the FM where the contractor is not known, or where the request could be costly or a timely repair
Provide the FM of all the previous day work orders issued, with status, for review
Update the status of work orders on FixFlo
Follow up on any overdue work orders
Log complaints by customers for review during weekly catch-ups
Planned repairs & PPM

Log all planned repairs from FM inspections or contractor service report in FixFlo
Meet with the FM bi-monthly to review planned repairs list and action work orders as requested
Create contractor work orders for contracted planned maintenance (PPM)/ servicing from FixFlo compliance schedule
Arrange all access requirements & confirmed date of servicing
Ensure all service certification & repair work reports are received and uploaded in FixFlo for FM review
Maintenance Planning

Upon direction of the FM, enter equipment information into the maintenance plan along with the maintenance frequency, scope and contractor.
Keep the maintenance database current (when equipment is changed, added, replaced, or upgraded).
Project Management

Upon signed approval obtained by the FM or Head of Operations, issue project work orders for Capex projects.
Create electronic file with all project documents collected during the course of the project to financial completion.
Contractor Management

On a bi-annual basis, work with the FM on the contractor list to determine an updated list with detailed breakdown of each contractors service categories & specialities, average response times,price.
Request from all contractors their updated insurance & other policy documentation
Send all contractors Gravity updated building policy and access details
Reporting

Provide on a weekly basis completed PPM & work order report & overdue activity report.
Provide monthly detailed work order report (completed & overdue), maintenance trend report, tenant feedback report, next month planned maintenance report.
Work with the FM on annual KPI report, based on the company’s set measurements or service level agreements in contracts
Tenant Communication

Respond to all tenant maintenance requests via FixFlo, carry out investigative questioning and follow triage protocol and update on work order process if required.
Respond to tenant emails and send to relevant team member if required.
Phone handling for any direct calls to the operations line.
Send out communal maintenance email updates to allow all tenants full visibility of any ongoing maintenance works and send out notification emails if any contractor is visiting site.
Deposit Deductions

Create deposit deduction reports from the check-out inventory findings if applicable.
Collect invoices and quotes for relevant damage repair/ replacements
Follow communication protocol with tenants and TDS
Report monthly on deposit deduction KPIs
Council Tax Management

Register all new tenants checking in and out for council tax liability.
Review council tax budgets and YTD spend
Report quarterly on current spend and council tax/ council concerns


Interested candidates can share your CV on this number : +2746+7805

Email ID : jeelvrecruit@gmail.com

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