Operations Assistant

One of our clients are seeking a highly organized, proactive, and detail-driven Operations Assistant to the Chief Operating Officer (COO) to support the operational heartbeat of our growing multi-site business. This is a dynamic and varied role that goes far beyond traditional administrative support, ideal for someone who thrives in a fast-paced environment and enjoys wearing multiple hats. The successful candidate will act as a key right hand to the COO, helping coordinate executive priorities, streamline daily operations, manage compliance and HR documentation, and ensure day-to-day consistency across our clubs.

Key Responsibilities:

• Executive Support
• Manage and optimize the COO’s calendar, including scheduling, prioritization, and travel arrangements.
• Oversee and triage the COO’s inbox, flagging urgent matters, drafting responses, and ensuring follow-ups.
• Organize and maintain the digital files on OneDrive, ensuring structured, secure, and accessible documentation.
• Prepare meeting briefs, agendas, notes, and track follow-up actions.
• Serve as the primary liaison between the COO and internal/external stakeholders.
• HR & People Operations Support
• Assist in liaising with HR partner.
• Assist with employee onboarding, contract management, benefits administration, and maintaining up-to-date HR policies.
• Support recruitment coordination and policy rollout across multiple sites.
• Maintain staff training records.
• Maintain discretion and confidentiality in handling sensitive HR matters.
• Assisting with approval of mileage and expense claims in accordance to company policy.
• Operations Coordination
• Manage and monitor Trail or equivalent tools to ensure daily club routines are completed consistently.
• Act as a central point of contact for club managers, providing operational guidance and support.
• Assist in conducting site visits to assess performance and ensure adherence to operational and brand standards.
• Document and implement process improvements to support scalable club operations.
• Track and follow up on operational KPIs, reports, and project deadlines across club locations.
• Support internal communications to ensure consistency and alignment across departments and sites.
• Support in site visits, ensuring company standards are being upheld.
• Operations Manual & Systems
• Lead the maintenance and development of the Company Operations Manual, ensuring it is up-to-date, clear, and accessible.
• Document systems, SOPs, and internal processes in coordination with relevant stakeholders.
• Support the roll-out of new tools, policies, or workflows across the business.
• Compliance & Risk Management
• Keep accurate records and proactively track due dates for all compliance-related documentation, including: Insurance Certificates, PAT Testing, PPL (Public Performance Licences).
• Remind clubs of upcoming renewals and coordinate with service providers as needed.
• Assist in managing contracts and relationships related to IT, telecoms, and software services.
• Coordinate logistics and vendor communication for events, projects, and leadership meetings.
• Maintain confidentiality while handling contracts, reports, and sensitive business data.

Requirements:

• 3+ years in an Executive Assistant, Operations Coordinator, or multi-functional admin role.
• Strong organizational, prioritization, and time management skills.
• Excellent communication skills, both written and verbal.
• Highly proficient in Microsoft Office/Google Workspace; familiarity with OneDrive, Trail, Microsoft Teams and project management tools (e.g., Asana, Trello) is a plus.
• Able to work with autonomy, handle sensitive information, and remain calm under pressure.
• Experience in a multi-site, hospitality, fitness, or sports environment is highly desirable.

What We Offer:

• A dynamic, sports-driven work culture focused on growth, innovation, and community.
• Exposure to senior leadership and operational strategy.
• Career development opportunities within a fast-growing company.
• Access to padel facilities and internal events.