Operations Teams Assistant

The Operations Team Assistant provides comprehensive administrative, organisational and coordination support to the wider operation team, while also contributing to the effective operation of Head office helping to ensure the smooth and efficient running of day-to-day operations. Reporting to the Operations Director, the role supports diary management, meetings, travel, events, reporting and action tracking, while working closely with stakeholders across Operations, Finance, Property, and Sales & Marketing. The role also contributes to the effective running of Head Office, supporting office coordination, supplier administration and general business operations to maintain a well-organised and productive working environment.

Key Responsibilities

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

Benefits

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Travel & Cycle to Work Loans – Helping you get to work in a way that works for you
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Enhanced Maternity & Paternity Leave – Supporting you through life’s most important milestone
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Health & Wellbeing Support – Comprehensive financial, mental, and physical health resources
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Recruitment Bounty – Know someone great? Get rewarded when they join
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Generous Company Pension Contributions – Supporting your future, today
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Free Eyecare Vouchers – Taking care of your vision
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Life Assurance Policy – Peace of mind for you and your loved ones
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Team Events & Staff Parties – Because we believe in celebrating together
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Long Service Awards – Recognising your dedication and loyalty
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Employee Assistance Programme – Free, confidential support when you need it
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Training & Development Programme – Helping you grow your skills and career
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Half-Price Gym Membership – Stay active with The Gym Group
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Medicash Health Cash Plan – Claim cashback on everyday healthcare costs, including dental, optical and physiotherapy treatments.
This is a wonderful opportunity to join an ambitious, thriving and professional company, located in the heart of London. We started in 2009 and are now a 250+ strong team working every day to embody our values: Integrity, Development, Energy, Achievement and Support.
Our head office is in Covent Garden, and operating a 24/7 business out of ten communities across London (King’s Cross, St Pancras, Hoxton, Tower Bridge, Victoria, Vauxhall, City, Westminster, Battersea and Canary Wharf), with over 6,500 total student beds. We opened urbanest Canary Wharf in September 2026, one of the world’s most sustainable student accommodation buildings. With 1,672 beds, urbanest Canary Wharf will further enhance our sector leading status when it comes to sustainable student developments.
Our communities each have a unique feel with buzzing social areas and quiet study spaces for our residents, and we are proud to offer an amazing living experience for students attending leading universities such as King’s College London, University College London, LSE, New York University and many others. We have a co-ordinated calendar of in-house events to help students discover London and truly enjoy their time with us, ensuring urbanest has a positive impact during this developmental stage of their lives, serving us in our Mission:
“To enhance university life by delivering responsible, sustainable communities across London.”
At urbanest we are proud of our incredible work culture, and we all come together at different events throughout the year to celebrate our achievements. We are also pleased to offer numerous staff benefits, including discounted gym membership, travel to work/cycle to work loan, a generous company pension contribution, access to Medicash health cash plan, and more. Join us at urbanest and help us achieve our Vision of “a living and working experience better than yesterday; even better tomorrow.”