Hop Talent
Operations Assistant
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Role Overview
The Operations Assistant will support the Head of Operations in the day-to-day management of a portfolio of managed office spaces. This role focuses on ensuring operational efficiency, resolving issues as they arise across sites, and maintaining a high standard of service delivery for occupiers and stakeholders.
You’ll be the “eyes and ears” across the portfolio—helping identify problems early, coordinate solutions, and keep everything running smoothly.
Operational Support
- Assist the Head of Operations in overseeing multiple managed office locations
- Monitor day-to-day operations and flag issues requiring escalation
- Support implementation of operational policies and procedures
- Help coordinate new site launches, refurbishments, and fit-outs
- Act as a first point of contact for operational issues across the portfolio
- Log, track, and follow up on maintenance, service, and tenant-related issues
- Coordinate with contractors, suppliers, and site teams to resolve problems efficiently
- Ensure timely communication and updates to relevant stakeholders
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Facilities & Maintenance Coordination
- Liaise with facilities management providers and contractors
- Schedule planned maintenance and reactive works
- Track service performance and ensure SLAs are met
- Assist with compliance checks (health & safety, statutory requirements)
Tenant & Client Support
- Support occupier experience by responding to queries and requests
- Help manage tenant communications and notices
- Assist with onboarding new tenants and offboarding processes
Administrative & Reporting Duties
- Maintain accurate records of issues, works, and site activity
- Prepare reports for the Head of Operations (e.g., issue logs, performance metrics)
- Assist with budgeting tracking and invoice processing where required
- Support data collection for operational performance analysis
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Skills & Experience
- Previous experience in operations, facilities, property management, or similar
- Strong organisational and multitasking skills
- Ability to manage and prioritise multiple issues across different locations
- Excellent communication skills (written and verbal)
- Problem-solving mindset with attention to detail
- Proficiency in Microsoft Office (Excel, Outlook, Word)
- Experience in managed offices, coworking, or commercial property
- Familiarity with facilities management systems or CAFM tools
- Understanding of health & safety and compliance requirements
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