Business Support Coordinator - Ascot and Virginia Water

Date: 2 Jun 2023

Location: Ascot, GB, SL5 7HP

Company: Knight Frank

Reference No 28426 
Title Business Support Coordinator - Ascot and Virginia Water 
Type Permanent 
Salary Range Competitive
Division Residential 
Sub Division Country Business 
Department Ascot & Virginia Water (10000050) 
Location Ascot 


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.




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


    • Accurate generation of sales invoices  
    • Ensure accurate records are maintained on all reports 



    • 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




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







To view other vacancies within the Knight Frank Group click here.