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