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.
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