Operations Assistant - Claud Investments
Reporting To: Operations / Commercial Manager
Works Closely With: Project Manager, Quality Control
About us:
Claud Investments is a property investment and development company specialising in the acquisition and refurbishment of residential properties. We deliver high-quality refurbishment projects, typically converting properties into multi-unit accommodation. Quality, programme control, and clear communication are central to how we operate.
Job Summary:
We are seeking a highly organised and proactive Operations Assistant to support the delivery of construction projects.
This role is responsible for:
-
Tracking site performance
-
Maintaining accurate data and reporting
-
Enforcing accountability through validation and escalation
-
Monitoring HMO licence status across all relevant projects
The Operations Assistant acts as a control and visibility layer, ensuring projects and compliance processes remain on track without directly managing operations.
What we offer:
-
Salary of £35,000 - £40,000 depending on experience
-
20 Days holiday plus bank holidays
-
Contributory Pension Scheme
-
Annual Salary Review
-
Opportunity to grow with a structured and expanding property business
-
A professional but supportive working environment where quality matters
Key Responsibilities:
Project Tracking and Site Visibility (Core)
-
Monitor all live projects against programme timelines
-
Track (based on PM updates only):
-
Start dates
-
Progress vs programme
-
Labour levels
-
Key milestones
Asana and Reporting Management (Critical)
-
Maintain accurate and up-to-date data in Asana
-
Input and structure:
-
Daily PM updates
-
Weekly summaries
-
Task progress
Validation and Challenge (Accountability Driver)
-
Review PM updates and identify:
-
Gaps
-
Inconsistencies
-
Weak reporting
-
Challenge PM where required:
-
Missed start dates
-
Reduced labour
-
Lack of progress
Issue Flagging and Escalation
-
Log issues clearly in Asana:
-
Description
-
Impact
-
Responsible party (PM)
-
Escalate to Manager when:
-
Issues are not resolved
-
PM response is delayed
-
Projects are at risk
Programme Monitoring
-
Track progress against programme
-
Identify:
-
Delays
-
Slippage
-
Risks
-
Ensure deviations are flagged early
HMO Licence Tracking (Control Function)
-
Submit and manage HMO applications
-
Maintain a central HMO licence tracker across all applicable properties
-
Track:
-
Application status (not started, submitted, in review, approved)
-
Key submission dates
-
Outstanding required documents
-
Licence expiry and renewal dates
-
Ensure:
-
All required information has been provided internally (via head office/architect)
-
No applications are left untracked or delayed
-
Flag to manager:
-
Missing documents
-
Council response delays
-
Upcoming expiries and renewals
Documentation and File Management
-
Maintain organised records:
-
Reports
-
Drawings (latest versions only)
-
Project files
-
Ensure all information is up to date and easily accessible
Operational Support to Manager
-
Act as a key support function for tracking and coordination
-
Provide:
-
Clear project snapshots
-
Reliable operational data
-
Ensure information is structured, consistent, and actionable
Aftercare Coordination
-
Manage and monitor the aftercare inbox on a daily basis
-
Act as the primary point of contact for all aftercare queries from clients
-
Log, categorise, and prioritise all aftercare items
-
Coordinate internally with Site Managers, Quality Control, and relevant team members to assign responsibility for each item
-
Provide clients with clear and realistic timescales for resolution
-
Arrange and agree access with clients where required to complete works
-
Proactively follow up with the internal team to ensure aftercare items are progressing and completed within agreed timeframes
-
Maintain clear and accurate records of all communication, actions, and status updates
-
Confirm completion of works with the internal team
-
Close out aftercare items by communicating resolution clearly to the client and confirming satisfaction
