Operations Coordinator, Hungerford

Reference No 27023
Job Title Operations Coordinator, Hungerford
Type Permanent
Salary Range Competitive
Division Residential
Sub Division Country Business
Department Hungerford ()
Location Hungerford

Knight Frank is looking to hire an Operations Coordinator to assist the Sales Team in their Hungerford offce.

Established in 1896, Knight Frank is the leading independent property consultancy in the UK offering agency and professional advice across Commercial, Residential and Rural sectors.

Headquartered in London, Knight Frank has more than 15,000 people operating from over 500 offices across 58 countries. These figures include Newmark Grubb Knight Frank in the Americas, and Douglas Elliman Fine Homes in the USA. We are an independent consultancy with a partnership culture that puts our clients first. We provide market-leading advice and transaction support to investors, corporates and homeowners for their personal and business property needs. We back this up with industry-leading technology and market research.

Responsibilities

Customer Experience

Provide an exceptional internal and external customer experience in every interaction
Assist in answering incoming calls
Maintain a tidy office and reception area
Assist Department Head with implementation of Customer Experience initiatives
Drive net promotor scores through customer journey improvement initiatives
Refer clients to a wide range of KF services including Commercial and the Global network

Sales Administration

Work with Operations teams to provide a high level of support within agreed timeframes to Office Head, office team and other departments within the region:
Property listings:
Create new property activity records
Order land registry title checks
Register new instructions
Create template letters and forms
Best Practice
Manage CDD process for clients and counterparties
Deliver and adhere to all internal and external compliance & best practise measures and procedures
Liaise with clients to obtain necessary documents prior to marketing
Ensure correct naming conventions are used on all property files
G:drive organisation and maintenance
Ensure office compliance and drive audit pass rate improvements
Accounts:
Accurate generation of sales invoices
Ensure accurate records are maintained on all reports
Reconcile figures monthly (Country Only)
General:
Prepare reports for weekly and monthly meetings, MBOs and ad hoc requirements
Be a trouble shooter with system processes and procedures
Carry out monthly reporting to assist with performance monitoring
Mentor new business support team members
Demonstrate high competence in all KF systems (Working Life, Hub, Global Life, Power BI, Audit centre, etc.)

Local Marketing

Create mailers, property brochures, window cards and pitching materials
Arrange and upload EPCs, photos and floorplans
Update property listings
Use of internal systems to search and download imagery
Oversee look and feel of office in line with central guidelines
Supply imagery and property information for regional publications and central marketing campaigns working alongside your Marketing Senior Operations Coordinator when necessary
Assist with meeting marketing deadlines
Display knowledge of GDPR regulations
Adherence of KF marketing, PR and social media guidelines

HSE and Information Security

Display knowledge of ISO regulations and implement in office
Set and implement annual sustainability targets with the assistance of your HSE Senior Operations Coordinator
Ensure all necessary safety checks are completed and logged
Ensure all new starters are aware & sent the health and safety protocols and relevant risk assessment
Advise teams on office/information security best practice
Ensure clear desk & clear screen policies are followed
Follow storage & archive protocols
Ensure confidential files are treated correctly
Liaise & raise security incidents or weaknesses with the Security Analyst
Display knowledge of GDPR regulations

Operations

Department accounts:
Code office invoices
Monitor management reporting
Ensure accurate performance management records and reports are maintained
Assist team with submission of expenses if required
Manage petty cash
Submit Saturday staff timesheets
Facilities:
Manage office facilities
Arrange works/contractors when required
Upkeep and maintain office equipment/IT hardware
Order stationery and hardware as required
Assist with office refurbishment or relocation programmes

Professional experience and personal skills profile

Particular Aptitudes/Skills Required

2 years+ experience in a similar operations, administration or secretarial role preferred
Proficient with Microsoft office packages
Flexibility, adaptability and a co-operative attitude
Calm under pressure
Excellent standard of English grammar and spelling
Diligent and efficient
Strong attention to detail
Self-motivated
Team player

There is an expectation to work one Saturday per month as part of a rota with the rest of the team.