Business Support Coordinator - Ascot and Virginia Water

The Country Residential sales division are looking to recruit a Business Support Coordinator to assist with sales administration in the Ascot & Virginia Water office.  You will report into the Office Head, Edward Shaw with day-to-day input from the Senior Operations Coordinator.

Responsibilities:

Customer Experience

• Greet customers in a polite and welcoming manner as the initial point of contact upon entering the office.
• Assist customers and offer refreshments
• Promptly answer incoming telephone calls
• Take accurate messages and assist with enquiries wherever possible
• Provide keys to contractors
• Maintain a tidy office and reception area
• Prepare the boardroom for meetings when required
• 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 and office team, to include:

Property listings: 

• Create new property activity records 
• Order land registry title checks 
• Register new instructions  
• Create template letters and forms  
• Organise and book in viewings liaising with clients

Best Practice:

• Follow & adhere to all internal and external compliance & best practise measures and procedures
• Maintain the office brochure drawer and cupboards
• Manage CDD process for clients and counterparties 
• 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 

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
  • Demonstrate competence in all KF systems (Working Life, Hub, Global Life, Power BI, Audit centre, etc)

Information Security

• Display knowledge of ISO regulations and implement in office working alongside your Operations Coordinator
• Ensure clear desk & clear screen policies are followed 
• Follow storage & archive protocols 
• Ensure confidential files are treated correctly  
• Display knowledge of GDPR regulations 

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 required
• Assist with meeting marketing deadlines 
• Display knowledge of GDPR regulations 
• Adherence of KF marketing, PR and social media guidelines  

Particular Aptitudes/Skills Required

• Prior experience in a business support, administration or front of house role preferred but not required
• Flexibility, adaptability and a co-operative attitude
• Excellent standard of English grammar and spelling
• Calm under pressure
• Diligent and efficient
• Attention to detail
• Self-motivated
• Team player

      Hours:

Monday to Friday 8:30am-6pm & Saturday cover will be required on an adhoc basis

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