Operations executive

Description

We are a business with exciting sustainable growth plans over the next few years looking for amazing people who want to grow along with us.
We are a business that values our people. We've launched exciting people initiatives to better our people's experience and we engage with our people to listen to their needs and wants. We have adopted a hybrid working policy that gives our people the flexibility they want, and we reward and recognise them well through numerous ways including our extensive benefits package and the way we align our support to match their career goals.

Cluttons is a company with a difference, working on a solid foundation of mutual trust, we are commercially focussed, and business orientated.

We employ over 230 staff in the UK with a fast-growing presence, headquartered in London and serving a wide range of clients. We have established a strong track record and reputation as the ‘partner with a purpose’ to help each client get the most out of their property.

Through our network of offices in the UK, we offer a wide range of property services including consultancy, management, investment and commercial agency, residential sales & lettings.

The role

Business Support Executives work closely with their Business Unit Lead to ensure progress is made against their business plan, and profitable growth is achieved. Whilst working predominantly with an assigned business unit, they operate seamlessly as a team to ensure the business can access support from 8:30-5:30 Monday to Friday.

This role can be based in either Manchester or London.

The best things about the role:

  • It's an exciting time to join the business, as we begin a new chapter of sustainable and ambitious growth.
  • The role would include supporting a newly created, high performing business unit which operates in the digital connectivity space. We are market leaders in this area and it is a key investment area for us - so it presents a brilliant opportunity to make the role your own and partner with our fee earners to ensure collective success.
  • You have the opportunity to become the heartbeat of the teams that you support, ensuring you understand the opportunities available to them and the challenges that they face and ensuring they are supported to succeed. 

Responsibilities

  • Each Business Support Executive is a core member of one or more business units. The core of their role is to proactively support the business unit to achieve its business plan which will enable profitable growth.  
    • They organise the monthly BU board meeting, ensuring the right people are invited, and working with the BU Lead to ensure the agenda and meeting content is prepared according to what the BU Lead would like to cover.
    • They ensure actions and decisions are clearly recorded and communicated, and they proactively work to ensure actions are progressed throughout the month.
    • They ensure key activities that impact profitability and working capital take place – for example they ensure fee earners are proactively ensuring opportunities convert to instructions, invoices are raised as early as possible and we are working closely with the client’s accounts payable team to ensure prompt payment of invoices.
    • They are curious to find new ways to ensure the business unit is progressing its goals, and proactively partner with the BU Lead to suggest and develop new ways to achieve profitable growth.
  • They provide administrative support to the BU lead and other senior members of the team, for example providing diary management, processing expenses and coordinating meeting rooms and travel.
  • They ensure the accuracy of pipeline and instruction management data
  • They produce high quality business development and instruction documentation, such as PowerPoint and Word reports, following a brief provided by their BU Lead and other senior team members. 
  • They ensure all administrative needs of their business unit are met, including:
  •  Raising invoices, credit notes and purchase orders, ensuring clients, suppliers and Firms Accounting have the information that they need and acting as point of contact.
    • Collating data and producing KPI reports which demonstrate business unit performance.
    • Coordinating larger meetings and events to ensure visitors receive a professional and positive experience. For example: issuing invitations, registering and welcoming delegates, organising catering, and being on hand to deal with issues as they arise. On occasion, this may involve some out-of-hours working. 
    • Ensure operational processes are followed, corralling others to do the same and following up where breaches occur, and proactively contribute to process improvement
    • Posting commercial properties onto external websites such as Zoopla, ensuring they are presented in the best possible way and all details are correct.
    • Proof reading, compilation, editing to brand style and formatting of letters, reports and other documentation.
  • Pooled support:
    • Business Support Executives and the Operations Manager operate as a team to offer an efficient and responsive service to the business, ensuring that they can access services, between 8:30 and 5:30, Monday to Friday, ensuring no gaps in service on non-work days, holidays or other absences.
  • In addition the Business Support Executives and the Business Support Manager provide cover to the Office Manager to ensure a friendly and welcoming front of house service is offered:
  • Receive incoming switchboard calls and monitor the business’s general email inbox, and ensure our clients and other callers receive a professional service – being transferred to the right person or a message taken. Liaise with external facilities management company and take appropriate action to ensure facilities are operating properly and ensure reports are followed up and any issues are dealt with.
    • Ensuring our clients and other visitors are warmly welcomed into a clean, tidy and safe reception environment.   
    • Operate our meeting room booking system, ensuring cleanliness, prioritisation and efficient use of available space, and able to politely correct capacity and booking breaches.
    • Dealing with incoming and outgoing mail and organising couriers.       

Requirements

  • A degree or vocational qualification, particularly in a field such as business administration or business management, would be ideal but it not essential.
  • Previous experience of operating in a varied administrative role, ideally in a professional services business.
  • Excellent verbal and written communication skills, experience of editing documents to comply with brand style.
  • A confident user of technology
  • A positive, proactive approach.
  • Solutions focussed and eager to bring ideas and improvements to the table.
  • Advanced user of Outlook, Word and PowerPoint, and intermediate Excel experience.
  • Ability to deal with a varied workload, multiple and wide-ranging tasks with multiple managers
  • Excellent organisational skills required
  • Works well under pressure

Benefits

  • Holidays: 25 days increasing in line with length of service to a maximum of 30 days
  • Enhanced auto enrolment pension scheme - to help you save for the future
  • Life assurance - to protect your loved ones should the worst happen
  • Interest free season ticket loans
  • Cycle to work scheme - discounted bicycles
  • Flu and eye care vouchers - to keep you healthy
  • Employee Assistance Programme - 24/7 health & wellbeing support
  • Help@Hand Remote GP app - to give you and your family access to medical experts quickly
  • Platform hosting 1000s of discounts at your favourite retailers, restaurants, supermarkets, leisure & days out venues, gyms and more
  • Family & wellbeing policy - including enhanced maternity pay, menopause support, neurodiversity support, carer support, company sick pay and much more

Plus a Flexible benefits policy that allows you to pick and choose additional benefits as below:

  • Purchasing up to 5 days additional holiday
  • Discounted gym membership
  • Discounted dental insurance
  • Discounted private medical insurance
  • Discounted critical health insurance and more