Business Operations

Full job description
Business Operations Manager / Assistant Manager

Career Progression to opportunity as the group continues to scale

Location: Remote — India
Salary: ₹75,000 per month
Type: Full-time

About the CompanyWe are a UK-based property, architecture and engineering group operating across:

Residential architecture
Structural engineering
Property portfolio management
Three and a half years ago, we were a team of three. Today, we are a team of more than 15 people, with a clear ambition to continue growing and develop into a highly systemised group of companies.We place a strong emphasis on operational efficiency, clear processes, automation and the effective use of artificial intelligence.Our workflows use platforms including Fireflies, Trello, TeamGantt, ChatGPT, Claude and other integrated business systems.As the company has grown, we have reached the stage where we need a capable Business Operations Manager to work directly with the Managing Director and help build the operational structure required for the next phase of growth.

The RoleWe are looking for a highly capable, practical and commercially minded Business Operations Manager.This is a hands-on role with substantial responsibility across the group.You will be responsible for coordinating cross-departmental initiatives, building scalable operational systems and managing the day-to-day operation of our small property portfolio.You will not simply design processes or produce documentation. You will be expected to implement systems, use them in practice, identify where they fail and improve them until they work reliably.During the initial stages of the role, you will also carry out some of the administrative work within the systems you are building.This is deliberate.We believe the person designing a process should understand how that process works at a practical level. By completing some tasks yourself, you will be able to identify inefficiencies, remove unnecessary steps, automate repetitive work and create clear procedures that can ultimately be delegated to a junior administrator or virtual assistant.This role therefore requires someone who is equally comfortable thinking strategically and getting into the operational detail.The effective use of AI will be a central part of this role.We hold a significant amount of business information within meeting transcripts, project notes, internal documents, historical communications, existing procedures and training materials.You will be expected to use AI tools such as ChatGPT and Claude to analyse this information, identify important learning and convert large volumes of unstructured material into clear, practical operational systems.Strong practical experience using AI is a non-negotiable requirement for this position.

What You Will Be Responsible For

1. Cross-Departmental Operational ManagementYou will coordinate projects involving multiple departments across the group, including architecture, engineering, accounts, IT, marketing and administration.Your responsibilities will include:

Turning management decisions into clear operational plans
Breaking projects into actions, owners and deadlines
Coordinating department heads and team members
Monitoring progress and identifying delays
Following up consistently until actions are completed
Identifying dependencies and potential problems
Escalating important issues to the Managing Director
Ensuring new systems and initiatives are fully implemented
You will be responsible for the successful outcome of the project—not simply for passing information between departments.

2. Property Portfolio ManagementYou will take responsibility for the day-to-day management of our small UK property portfolio.The portfolio currently consists of approximately six properties and is intended to be managed through clear, compliant and repeatable processes.Your responsibilities will include:

Coordinating property advertising and enquiries
Managing applicant communications
Coordinating viewings
Managing tenant selection and onboarding
Coordinating referencing, contracts, deposits and required documentation
Ensuring lettings processes comply with current UK requirements
Managing tenant check-ins and check-outs
Coordinating periodic property inspections
Acting as a central point of contact for tenant issues
Recording and coordinating maintenance requests
Arranging contractors and following up repairs
Maintaining property and tenancy records
Tracking safety certificates, inspections and compliance deadlines
Escalating disputes, legal issues and significant expenditure
A central objective will be to build a complete property-management operating system.You will be expected to document each process clearly so that, in time, a competent administrator can manage the portfolio by following the procedures you have created.

3. Building Scalable Operational SystemsYou will design and implement systems that allow the business to operate more consistently and efficiently.This will include:

Creating Standard Operating Procedures
Building structured workflows
Creating templates and checklists
Producing clear process maps
Defining responsibilities and approval points
Identifying opportunities for automation
Reducing dependence on individual knowledge
Ensuring important processes can be followed by other team members
The aim is not simply to create documents. The aim is to build practical systems that are used by the team and produce reliable results.

4. AI-Assisted Operations and Knowledge ManagementThe effective use of artificial intelligence will form a significant part of your day-to-day work.You will be expected to use tools such as ChatGPT and Claude confidently and efficiently to analyse large volumes of business information and convert it into practical outputs.This will include:

Reviewing meeting transcripts and extracting decisions, actions, recurring issues and important operational learning
Analysing information across multiple meetings, documents and sources
Combining several examples of how a task has previously been completed into a single best-practice process
Turning unstructured information into Standard Operating Procedures, checklists, manuals and training materials
Structuring large volumes of existing knowledge into clear internal reference materials
Identifying contradictions, missing information and unresolved questions
Summarising complex information for the Managing Director and department heads
Creating first drafts of workflows, internal policies, communications and operational documents
Using AI to support research, process improvement and problem-solving
Developing effective prompts and refining outputs through multiple stages
Checking AI-generated work for accuracy, completeness and practical usability
Ensuring final outputs reflect the company’s actual requirements rather than simply accepting the first AI-generated response
We are not looking for someone who has occasionally used ChatGPT to draft an email.You must be capable of providing AI tools with substantial amounts of relevant information, giving them clear and detailed instructions, interrogating the results and refining the output until it becomes a reliable business document or operational system.You must also understand that AI is a working tool rather than a substitute for judgement. You will remain responsible for checking the accuracy, quality and suitability of everything you produce.

5. Hands-On Process ImplementationThis is not a purely supervisory role.Particularly during the initial months, you will be expected to carry out some of the administrative and operational tasks within the systems you are responsible for.This may include:

Updating Trello boards and project trackers
Preparing and organising operational documentation
Following up outstanding actions
Coordinating appointments and meetings
Managing routine correspondence
Organising records and information
Completing basic administrative tasks connected with business operations
Supporting the Managing Director with essential business administration
This practical involvement will allow you to understand the work properly, improve the process and prepare it for future delegation.As the business grows and additional administrative support is introduced, your role will increasingly focus on management, systems and operational oversight.

6. Operational Project ExecutionYou will work closely with the Managing Director to implement new initiatives across the group.Examples may include:

Launching a new invoicing process
Improving client communication systems
Building a new internal reporting process
Implementing a new software platform
Redesigning the tenant onboarding process
Creating a contractor-management system
Improving internal quality-control procedures
You will take projects from initial discussion through to full implementation.You must be able to turn a broad idea into a practical plan and then drive that plan through to completion.

7. Process Documentation and Internal ManualsYou will create clear, practical documentation that can be used by employees with minimal additional explanation.This may include:

Standard Operating Procedures
Internal manuals
Step-by-step instructions
Flowcharts
Responsibility matrices
Checklists
Templates
Escalation procedures
Quality-control processes
Your documentation must be simple enough to use in practice while remaining sufficiently detailed to ensure consistency and compliance.

8. Learning and Training SystemsYou will help organise and develop internal training systems across the architecture and engineering businesses.This will include:

Structuring existing training content
Organising internal knowledge
Creating clear learning pathways
Developing role-specific training materials
Supporting the development of an internal Learning Management System
Ensuring important processes are properly taught and understood
Using AI to analyse and structure existing training materials
Converting transcripts, examples and historical guidance into clear training resources
9. Data, Dashboards and Performance TrackingYou will help the company build better visibility over operational performance.This may include:

Creating dashboards and trackers
Monitoring project completion
Tracking delays and bottlenecks
Producing management reports
Monitoring recurring operational tasks
Helping department heads identify areas requiring attention
Supporting decision-making through accurate and clearly presented information
10. Continuous Improvement and AutomationYou will be expected to continually identify ways to improve how the group operates.This will include:

Identifying repetitive or unnecessary tasks
Simplifying workflows
Recommending suitable software, AI tools and automation
Working with the IT team to implement improvements
Reducing manual administration
Improving accountability and visibility
Testing whether systems work as intended
Reviewing processes after implementation
Identifying areas where AI can improve speed, consistency or quality
Ensuring automation and AI systems remain practical and reliable
What We Are Looking ForWe are looking for someone who:

Has previous experience in operations, project coordination, business administration or process improvement
Has experience taking responsibility for projects involving multiple people or departments
Is highly organised and comfortable managing several workstreams
Understands the difference between completing activities and achieving outcomes
Takes ownership and follows tasks through to completion
Is comfortable holding colleagues accountable
Can communicate confidently with department heads and senior team members
Can turn unclear ideas into structured plans
Can write clear procedures and operational documentation
Is comfortable using project-management and collaboration software
Is willing to complete hands-on administrative work when required
Does not consider practical implementation to be beneath them
Can identify inefficiencies and propose better ways of working
Is comfortable working directly with a fast-moving Managing Director
Is proactive, persistent and solutions-focused
Has excellent written and spoken English
Has strong practical experience using AI tools such as ChatGPT and Claude
Can use AI to analyse long documents, meeting transcripts and large volumes of information
Can create detailed prompts and refine AI-generated outputs through multiple stages
Can identify inaccuracies, omissions and weak reasoning in AI-generated work
Can turn AI-assisted analysis into reliable operational systems and documentation
Is interested in continually learning about new AI tools and their practical business applications
Strong practical proficiency with AI is an essential and non-negotiable requirement for this role.The Right MindsetThis role will suit someone who enjoys building order from complexity.

You should be someone who naturally asks:

What is the intended outcome?
Who is responsible for each action?
What could prevent this from being completed?
How can this process be made simpler?
How can this work be documented?
How can we ensure it is done correctly every time?
Could this eventually be delegated or automated?
Can AI help us analyse this information or complete this work more effectively?
Has the AI-generated output been properly checked and improved?
You must be comfortable taking ultimate responsibility for progressing a task. We are not looking for someone who simply sends reminders, updates trackers or moves information between people. We are looking for someone who ensures that the work actually gets completed.

Working With the Managing Director - UK Native

You will work closely with the Managing Director, who is heavily involved in ideas, strategy, growth and business development.You will help convert those ideas into:

Clear projects
Defined actions
Realistic deadlines
Assigned responsibilities
Working systems
Completed outcomes
The Managing Director moves quickly and generates a significant number of ideas and initiatives. You will need to provide structure, challenge priorities where appropriate and ensure that important projects are carried through to completion.You will also be expected to use AI tools to help process and structure the large amount of information generated through meetings, discussions and ongoing projects.

Development of the Role (Career Progression)

This position is intended to grow as the company grows.Initially, the role will involve a mixture of:

Operational management
Property portfolio management
Process building
Cross-departmental coordination
Project execution
Hands-on administration
AI-assisted analysis and documentation
Over time, as systems are established and junior administrative support is introduced, the role will become increasingly focused on:

Managing operational performance
Supervising administrative support
Leading cross-departmental projects
Improving systems
Supporting department heads
Driving continuous improvement
Developing AI-assisted operational systems
Helping the group scale
The successful candidate will have the opportunity to become a central member of the company’s management structure.

What Success Looks LikeWithin the first six months, we would expect the successful candidate to have:

Taken control of the day-to-day property-management operation
Documented the principal property-management processes
Created a clear compliance and recurring-task calendar
Established reliable maintenance and contractor workflows
Improved the management of cross-departmental projects
Introduced clearer ownership and deadlines across operational initiatives
Built or improved several important Standard Operating Procedures
Reduced the number of tasks requiring direct intervention from the Managing Director
Identified administrative work that can be automated or delegated
Created a clear plan for transferring routine tasks to future junior support
Used AI to extract and organise important information from existing transcripts and documents
Converted existing business knowledge into useful manuals, procedures and training materials
Demonstrated the ability to use AI efficiently while maintaining accuracy and sound judgement
Pay: ₹50,000.00 - ₹69,000.00 per month

Benefits:

Flexible schedule
Paid sick time
Paid time off
Work from home
Application Question(s):

What is your Total yrs of Experience ?
Current Salary per month in INR?
Have you worked directly reporting to CEO/MD of any International US/UK/Canada/Other - Native CEO/CTO to run the business end to End? Mention which country ?
Apart from Indian English, which English accent(s) are you naturally fluent and comfortable understanding, listening to, and communicating with when supporting a CEO/CxO during business conversations? (Select all that apply.)
Indian CEO/CxOs are assumed. Please select only the other regions you are comfortable working with.

Options:

United States/Canada
United Kingdom/Europe
Australia/New Zealand / Singapore
Other (please specify)

Expected Salary Per Month in INR? Is this matching with our budget advertised in this Job Ad?
What type of Industry / business have you been responsible to run under the CEO in the international Market? Mention the country, designation, Industry - Business details you had managed
Eg: US - Retail - Ecommerce - Reporting to VP - US citizen - Running the complete operations fr

How soon can you Join ? What is your Official Notice period?
This is a fully remote role , 5 days work week, UK work hours - 11.30 AM to 8.30 PM based on the time zone. Are you comfortable?
This is a fully remote position. while the company will provide the computer Please confirm if you have the needed Remote Infrastructure to support you to work from home. If not do mention the same
1. Reliable high-speed broadband/Wi-Fi

2. Quiet and professional workspace

3. Suitable laptop/computer

4. Power backup/Inverter for outages

5. Smartphone with reliable connectivity

Experience:

business operations, independently on behalf of the CEO : 3 years (Required)