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Operations Executive

Full Time Permanent in Admin / Secretarial / Office Support
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Job Description

Operations Executive

JOB Title: Operations Executive 
Job Type: Permanent
Job Location: St Andrews 
Salary: £30,000

Our client is a local, family-run property letting business offering self-catering, holiday accommodation in St. Andrews and Crail.
 
They are looking to employ a personable, highly organised individual to lead the Operations side of the business. A successful holiday let agency, with 50 properties available to rent in St Andrews and Crail.
 
Our client has operated for over 30 years and offers a full management service to property owners. We strive to maintain our individual, family approach to ensure both guests and owners/clients receive the best possible service and experience, allowing for a pleasurable holiday and ensuring return bookings and client retention.
The Operations Executive is key to the success of the business by ensuring that all aspects of cleaning, laundry, property checks, gas, and fire safety checks, and maintenance are scheduled thoroughly and that communications between guests, and owners, are optimised. 
 
The ideal candidate will be very comfortable using management systems (we use Breezeway and Supercontrol), a quick learner, highly computer literate, commercially astute, and, importantly, incredibly organised. The individual must be flexible in their outlook, practical, and solutions-orientated.
 
The individual will also be asked to be up to date on upcoming holiday legislation and requirements within their area of business and shall be asked to complete a required Safeagent Letting Scheme qualification after the probationary period is complete.
 
OVERVIEW OF AREAS COVERED BY OPERATIONS EXEC:
 
Breezeway:
The Operations Exec is the ‘owner’ of Breezeway, our online operations tool, the ‘bible’  – this is where all aspects of property information, booking notes, cleaning, maintenance, and property checks are logged and scheduled.
 
 
 
Cleaning

  • Generate weekly and monthly cleaning rota
  • Generate arrivals and departures
  • Email rota, arrivals and departures to external companies
  • Co-ordinate any alterations
  • Maintain relationship with cleaning teams and laundry, host weekly meetings

 
Property Checks

  • 5-10 per week (alongside other team members)
    • Use property checklist to check maintenance, cleaning, standards, inventory and gardens
    • Generate property reports and log and communicate any necessary works/ purchases
  • Maintenance
    • Organise either in-house or External contractors 
      • Electric
      • Plumbing
      • Gas
      • Window cleaning
      • Joiners
      • Painters
      • Gardeners
    • Co-ordinate with owners, workmen and guests if necessary
    • Check completion of work
    • Add invoice to property statements

Schedule:

  • PAT Tests – annually
  • Gas Safety Checks – annually
  • Fire Regulations – annually
  • Pest Control – annually (Kingask cottages only)
  • Complete First Aid course

 

  • Students
    • PAT Tests (annually)
    • Gas Safety Checks (annually)
    • Smoke / CO2 alarm checks weekly/ monthly and logged
    • Maintenance
      • Co-ordinate maintenance as above
    • Property Checks
      • Minimum of 3 per academic year
    • Fife Council
      • Council Tax
    • Energy Companies
    • Inform owners of any issues
    • Inform owners of any necessary upgrades/improvements needing to be done and co-ordinate maintenance
  • HMO renewals

 

  • Mail and filing
    • Ensure invoices get paid and added to statements

 

  • Manage Cleaners
    • Rota
    • Holidays
    • Staff issues/concerns
    • Analysing competitors and market rates

 

  • Stock Taking
    • Office, maintenance, linen, laundry, store unit, keys
  • Stock Ordering

 

  • Guests
    • Answering inquiries by phone, email, and affiliate
    • Meet and greet guests at office or houses
    • Arrival packs
    • Sort out any maintenance whilst guests are staying & co-ordinate with workers, owners and guests

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