Virtual Operations Assistant

Looking for a job that is not only rewarding but also fun and engaging? Look no further! Our small business based in the UK is looking for a Virtual Operations Assistant. As our business continues to grow, we need someone who can help us keep up with the pace and keep things running smoothly. But this is not just any ordinary job – we’re looking for someone who is passionate about what they do, eager to learn new things, and excited to be a part of a dynamic and supportive team. So, if you’re ready to take on new challenges, learn from experienced professionals, and have a good time doing it, then we want to hear from you!

Qualifications, Experience, Skills:
• Essential qualifications & experience
• Detail oriented
• Customer service focused
• Computer literate and able to learn new systems

Preferable qualifications & experience:
• Use of using ClickUp is a strong advantage
• Extensive experience in the UK property experience

Other Requirements:
• Excellent spoken and written communication skills in English is essential
• Can work under pressure to meet pressing deadlines and anticipate business needs
• Ability to work independently and as part of a team
• A self-starter who can work with minimal supervision and be comfortable in an evolving environment
• You must have a solid ethical framework and an understanding of confidentiality. You should have demonstrated integrity, accountability, and a strong work ethic in prior work experience
• You will need a stable internet connection with an internet speed of 25 Mbps minimum
• Must have a laptop or PC workstation with webcam and microphone
• Laptop Specs: Provide screenshot upon submission of application
• Suitable work environment at home and not at public area such as coffee shop

Working Hours:
10 hours per week, with the potential to increase based on needs and growth of the business.

Role Objective
* Oversee and maintain the inspection schedule of all designated buildings and properties
* Coordinate ongoing maintenance and inspections to comply with all relevant laws, codes, and company policies
* Compile the list of tenants through interviews and background checks
* Advertise property and arrange viewings
* Create and document workflow management in ClickUp
* Manage company email accounts
* Manage on-site staff, vendor and contractor relationships
* Address tenant complaints, violations, and problems
* Prepare and maintain all records, correspondence, and files
* Establish and maintain relationships with tenants
* Update Director / Team on market knowledge and changes
* Compile promotions or sales of products needed in the properties
* Manage the legal documents / certificates for the properties
* Research information
* The Operations Assistant’s role is to work with the Director to run the back office of the business.
* Assist in the development and execution of all tasks created and provide feedback for improvement.

General Duties
Daily Tasks:
* Act as the company’s back office receptionist
* Responsible for company emails, answer and file accordingly, All urgent issues escalate to the Director
* Look for and work with contractors
* Log new tasks in Clickup
* Create a standard operating procedure for the company.
* Plan future tasks
* Monitor all forms of communication (Bonline, WhatsApp and Slack )
* Monitor and update the click up database.
* Monitor and update the Cost Summary of properties

Weekly Tasks:
* Monitor and organise the certificate (License, fire, gas, electrical schedule)
* Monitor and organise the inspection schedule
* Search and monitor the procurement database
* Property Research for Marketing database of rental and sales
* Monday (Plan the week ahead and share with the team)
* Monday (Create summary of repair and maintenance jobs)
* Friday (Summarise the week, completed tasks, reorganise tasks and share with the team)
* Create systemisation of business processes (Create training video’s, Operation manuals)
* Create an email template that the company will use

Monthly Tasks:
* Advise on landlord regulation NRLA
* Track and create tenancy agreements king pattern:
Ordinarily shifts will be Monday – Friday and times of shift can be flexible & will be discussed & agreed, but must fit within the
UK working day

Hourly Rate of Pay:
3 GBP