Operations Assistant / Manager

Reports to: General Manager

Location: Dumfries

Job Type: Full-time

Start Date: Immediate

Company Overview: Equitix Management Services Limited (EMS) commenced trading on 1 October 2014 and has experienced rapid growth since inception, now operating across multiple locations in the UK and Europe. EMS provides SPV management services across 27 asset classes, building on initial capability across education and healthcare, and now active across many additional social infrastructure sectors, street lighting, renewables and environmental services. EMS has over £4bn of assets under management across 200+ contracts. Services are delivered by a multi-disciplined team of over 200 people, and the company generates an annual turnover in excess of £28m. The business anticipates further growth in the coming years, with existing engagements under long-term contracts and visibility of a healthy pipeline of additional contracts.

Role Overview: We are seeking a proactive and highly organised individual to support a range of operational, compliance, reporting and administrative activities. This is a hands-on, varied and fast-paced role, with a primary focus in supporting the General Manager where collective responsibility is assumed for ensuring that the scope of services within the Management Services Agreement (MSA) are performed and that the obligations of the investment vehicle (Special Purpose Vehicle (SPV)) are discharged.

Desired Qualifications:

• Degree or equivalent qualification in a discipline within the built environment.
• Relevant vocational qualifications or apprenticeship that aligns with the requirements.
• Experience in FM, infrastructure, healthcare estates, PFI/PPP or similar sectors.
• Proficiency in Microsoft Office Suite.

Personal Attributes:

• Dependable & Responsible: consistently meets deadlines and delivers quality work.
• Adaptable: comfortable with change and able to adjust to new priorities quickly.
• Strong Work Ethic: self-motivated and committed to achieving goals.
• Team Player: works well with others, values collaboration, and supports colleagues.
• Problem-Solver: thinks critically and finds effective solutions under pressure.
• Excellent Communication Skills: clear, concise and professional.
• Positive Attitude: brings enthusiasm and optimism to the workplace.
• Organised: manages time and tasks efficiently to meet objectives.
• Proactive: takes initiative without waiting for instructions.
• Attention to Detail: ensures accuracy and quality in all work.

Why Join Us?

• Excellent opportunity to build experience in operations, compliance, governance and project management.
• Supportive environment with opportunities for professional development.
• A varied and engaging role with real responsibility from day one.

Principal Responsibilities:

• Project & Contract Support: Assist the General Manager in meeting project deliverables and deadlines. Help prepare project deliverables and monthly/annual performance reports. Maintain project trackers, issue logs and formal correspondence records. Develop a working understanding of the Service Level Specification and Method Statements. Follow up with the FM Provider on operational queries, defects and performance issues. Support defect management, variation tracking and contract monitoring.
• Compliance, Governance & Reporting: Assist with statutory compliance reviews and escalate non-compliances. Review output reports. Support Quarterly Board Report preparation and 6-weekly interim reporting. Assist with risk register updates, policy documents, ESG submissions and insurance renewals. Provide administrative support following audits and inspections.
• Finance & Commercial Administration: Assist the General Manager with invoice management and monthly processing. Support Payment Mechanism reviews and issue agreed Payment Mechanism outputs. Issue Payment Notices to the FM Provider. Prepare and issue invoices to the Client. Liaise with the finance team to ensure accurate and consistent financial documentation.
• Client & Stakeholder Coordination: Record clear and accurate minutes and action points for key meetings. Support preparation of materials for Client working groups and operational meetings. Assist with the drafting of Critical Status Notes and updating issue logs. Prepare cover letters, correspondence and summaries for client submissions.
• Administrative & Operational Support: Maintain correspondence logs, shared folders, trackers and filing systems. Log events on the FM helpdesk following General Manager site inspections. Assist in preparing information for funders, NHS stakeholders and other partners. Support administration relating to SPV policies, Business Continuity Plans and governance requirements. Undertake other ad hoc tasks to support the General Manager and wider operations team.
• Ad-hoc Duties: Carry out such additional duties as may be required by EMS from time to time.