Operations Team Assistant: Diary, Travel & Reporting

urbanest; City of Westminster; Hybrid; GBP 28,000 - 36,000; Full time

Benefits offered by this job

Travel & Cycle to Work Loans

Enhanced Maternity & Paternity Leave

Health & Wellbeing Support

Recruitment Bounty

Generous Company Pension Contributions

Free Eyecare Vouchers

Life Assurance Policy

Team Events & Staff Parties

Long Service Awards

Employee Assistance Programme

Training & Development Programme

Half-Price Gym Membership

Medicash Health Cash Plan

Job summary

Urbanest is seeking an Operations Teams Assistant to provide administrative and coordination support to the Operations Director and wider leadership team in London.

You will manage complex diaries, plan meetings and events, arrange travel, and assist with reporting, KPI dashboards and action tracking to help drive smooth day-to-day operations. This role sits at Head Office with hybrid working and a strong team-focused culture.

Qualifications

• Provide administrative and coordination support to the Operations Director and wider operational leadership team.
• Manage complex diaries, schedules, meetings, events and travel arrangements, ensuring effective coordination of internal and external stakeholders.
• Produce, maintain and distribute operational reports, KPI dashboards and management information, ensuring accuracy and timely reporting.
• Support compliance activities by coordinating audits, inspections and reviews, monitoring actions through to completion.
• Raise and manage purchase orders, maintaining accurate records and ensuring appropriate authorisation of expenditure.
• Support supplier performance reviews and contract administration including registering new suppliers within business systems.
• Provide administrative support for sales and marketing initiatives, including open days, events and promotional activities.
• Organise domestic and international travel, including flights, rail travel and accommodation.
• Arrange VIP property and site tours and liaise with property teams.
• Contribute to the smooth running of Head Office by supporting office administration, supplier coordination and day-to-day operational processes.

Responsibilities

• Provide comprehensive administrative and coordination support to the Operations Director and wider operational leadership team.
• Manage complex diaries, schedules, meetings, events and travel arrangements, ensuring effective coordination of internal and external stakeholders.
• Prepare agendas, take minutes, track actions and support the delivery of key operational priorities and projects.
• Produce, maintain and distribute operational reports, KPI dashboards and management information, ensuring accuracy and timely reporting.
• Support compliance activities by coordinating audits, inspections and reviews, monitoring actions through to completion.
• Raise and manage purchase orders, maintaining accurate records and ensuring appropriate authorisation of expenditure.
• Support supplier performance reviews and contract administration including registering new suppliers within business systems.
• Provide administrative support for sales and marketing initiatives, including open days, events and promotional activities.
• Organise domestic and international travel, including flights, rail travel and accommodation.
• Arrange VIP property and site tours and liaise with property teams.
• Contribute to the smooth running of Head Office by supporting office administration, supplier coordination and day-to-day operational processes.

Skills

Diary management

Meetings coordination

Travel arrangements

Events coordination

Reporting & dashboards

Supplier administration

Office coordination

Job description

Urbanest is seeking an Operations Teams Assistant to provide administrative and coordination support to the Operations Director and wider leadership team in London.

You will manage complex diaries, plan meetings and events, arrange travel, and assist with reporting, KPI dashboards and action tracking to help drive smooth day-to-day operations. This role sits at Head Office with hybrid working and a strong team-focused culture.