Operations Coordinator

This role is for a highly motivated, results driven Operations Coordinator responsible for providing an effective and efficient support service; coordinating the daily operations, process and efficiencies for the Glasgow Office whilst also working with the Office Head and the Central Scotland Capital Markets team.

Responsibilities:    
Stakeholder Support

• 1:1 Administration support to Glasgow Office Head, maintaining their schedule through extensive and proactive diary and email management; organisation of internal / external meetings and viewings and conference calls, including preparing any required papers beforehand.
• Board Meetings and team Strategy Away Days; coordination of all relevant meetings including preparation of Board packs.
• Presentations; coordinate and manage internal and external (client) presentations with our in-house creative and business development teams (where possible draft in the first instance), external printers, plus the post room to ensure a smooth process.
• Document preparation; audio/copy typing letters, memos, minutes, schedules, mailshots and extensive reports.  Accurate formatting, printing and binding of client reports.
• Corporate travel arrangements; UK and overseas, plus preparing detailed itineraries and travel packs where necessary
• Business Coordination
• Acting as an Ambassador for the Glasgow Office Head
• Maintain collaborative relationships with clients, managers and employees.
• Business Planning coordination (bi-annually); coordinate the spring and autumn business planning process for the Office Head, 
• Glasgow Office Financial coordination; where appropriate;

-WIP sheet reconciliation / billed and unbilled debtor coordination

-Concise and regular coordination of client invoices, ensuring quarterly deadlines are met.

-Monthly travel sign off, signing off costs, database subscriptions, supplier invoice processing

-Expense claim coordination for the Partners

-Referral coordination

Team Coordination

• Team meetings; attend team WIP meetings, minute taking and ensuring actions are followed up
• raining; helping to ensure all their team(s) mandatory training is up to date and helping to proactively promote training opportunities to support personal development.
• Compose and/or prepare correspondence; audio/copy typing, letters, memos, design documents, newsletters
• Answer organisational mail, email, correspondence and requests for information
• Maintain teams schedule through extensive and proactive diary coordination, organisation of internal / external meetings booking meeting rooms and conference calls, including preparing any required papers beforehand
• Where applicable, screen and prioritise or respond to team’s Out of Office emails 
• Corporate travel arrangements; organising team meetings and conferences, strategy away days, etc.  Producing relevant ‘packs’ for all attendees
• Board/management meetings; minute and disseminate actions 
• IT liaison to help troubleshoot system errors for Glasgow office 
   

Work collaboratively, providing assistance to other business support members, as and when required, adding value to the overall Scottish business support network to ensure best practices are shared, communication is continued and helping other teams when there are pressure points
 

New Starter Induction coordination; coordinate the process of new starters (induction) / leavers for the Glasgow office
Onboarding; coordinate onboarding of all new starters in Glasgow and the Capital Markets team 
Coordinate interns/work experience staff to the Glasgow office

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