Job title: Operations Team Leader (Maternity Cover) Reporting to Head of Operations Contract : Full-time, Fixed Term (9-months, with potential extension). Start Date: March 2025 Location: Station Road Workshops, Station Road, Kingswood, BS15 4PJ Working Hours: 8:00 – 16:00, Monday to Friday, 37.5 Hours per week Salary: £32,000 per annum plus benefits Purpose of Role: To support the Head of Operations in managing and overseeing the daily operations of the site, including efficient and effective handling of front-of-house activities, office administration, maintenance, and health and safety matters. The role also involves ensuring that all licensee queries and requests are addressed professionally and promptly, while maintaining a consistently high standard of customer service. Key duties and responsibilities Front of house · Manage all visitors entering and leaving the site ensuring reception is always covered. · Ensure visitor booking in and out system is always maintained and adhered to. · Maintain the reception area ensuring it is always clean and presentable. · Provide cover for the front of house operations when required including cover for reception. · Deal appropriately with telephone calls and enquiries in an efficient, professional, and timely manner. · Co-ordinate telephone provider issues with supplier and the Company’s IT support. · Manage the Royal Mail and Courier deliveries and outgoing mail. · Comply with and identify safe working practices to ensure the safety of site occupiers and visitors. · Deal with any site parking queries or issues. · Open up office, lock and secure office and main reception, as and when required. Office administration · Complete all invoices for licensees for services offered on site including gas and electricity every quarter, use of meeting room, printing and postage services. · Chase any outstanding invoices and payments from licensees. · Input sales and purchase invoices onto the Xero accounting system. · Allocate customer receipts where necessary, recording these on the Xero accounting system. · Assist with any business rate changes including notifying South Gloucestershire Council, as appropriate. · Assist the Head of Operations with the provision of site enquiry statistics and general data collection on a monthly basis. · Assist with the inputting, collation and provision of financial information, including the preparation of documentation and reports, as requested. · Ensure all stock levels are maintained for all consumables required within the site including the ordering of stationery and office supplies. · Ensure the proper security and control of all keys. · Maintain office systems including data management and filing. · Collate and prepare, as appropriate, papers for board meetings and any other meetings as requested. Maintenance and Health & Safety · Manage and allocate maintenance staff to carry out repairs, maintenance and refurbishment of units. · Deal with any maintenance issues arising, obtaining quotes and liaising with contractors as necessary, obtaining authorisation from the directors for work costing more than agreed limits. · Ensure the maintenance of all facilities, appliances, equipment, fixtures and fittings on site raising any issues of concern to the Head of Operations. · Ensure effective relationships are maintained with key suppliers and contractors. · Monitor and deal with any day-to-day health and safety issues, liaising with the Health & Safety Consultant as appropriate and ensuring that the Head of Operations is kept informed. · Report and liaise with the Maintenance team with regards to any health and safety issues and concerns, as appropriate. · Complete and assist with reviewing any risk assessments needed on site. · Ensure all work is carried out to the correct standard in accordance with the Company’s policies and procedures and is compliant with relevant legislation and health and safety regulations, reporting any concerns to the Head of Operations. · Maintain all appropriate records relating to health and safety and other statutory and legal requirements. Customer Service · Maintain good working relationships with Licensees and endeavour to meet their requirements · Respond appropriately and promptly to Licensee queries and requests, obtaining relevant information and ensuring any issues are resolved in an efficient and timely manner. · Liaise with licensees with regards to any issues arising on site, ensuring they are given regular updates with regards to any contractors or suppliers needing access to their units and reporting any concerns to the Head of Operations. · Manage requests from Licensees regarding postal franking and meeting room hire, and ensure necessary logs are completed for invoicing purposes. · Handle sensitive issues in a professional and objective manner and escalate to the Head of Operations, as appropriate. · Prepare and send out a monthly newsletter to licensees. Sales and Marketing · Assist in marketing of available workshops/offices, regularly updating the Company’s social media to advertise vacant units. · Show any potential unit holders around the site and respond to any queries. · Assist in ensuring all legalities relating to the occupation of units are complied with including the preparation of licence agreements, request of references, deposits etc. · Ensure all new licensees are supported as they move in including the issue of keys on day of occupancy · Assist the Head of Operations with any new business development initiatives. Staff Management · Supervise and manage the Receptionist/Administrator and Maintenance staff, providing regular feedback, support and encouragement to enhance performance. · Identify any staff training needs to support their development. · Assist and participate in the recruitment of staff, as required. Teamwork · Participate actively in and, as appropriate, lead team meetings. · Take on additional tasks, as required, outside of your core job role to support colleagues. · Provide cover, as appropriate, for other team members during holidays/sickness or other absences. General · Deputise, as appropriate, for the Head of Operations in their absence. · Deal with any ad hoc queries or issues that may arise related to the day to day running of the site and report back to the Head of Operations, as appropriate. · Attend and participate in training as deemed appropriate. · Always promote the Company in a positive and professional manner. · Carry out such other duties as are appropriate to the role and as may reasonably be required from time to time by the Head of Operations and Directors. Personal development · Keep up to date on relevant technical developments and regulatory changes, attending appropriate training. · Seek and apply feedback on your performance. · Actively seek learning opportunities, applying skills learnt ‘on the job’ and on training courses. Interested? If you feel you have the right skills and experience for this role, please apply by attaching your CV and a covering letter outlining your reasons for applying and the skills, knowledge and experience you have that make you suitable for this role. Closing Date: Midday, Wednesday 12 th January 2025