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Team Secretary, Guildford Office

Date: 04-May-2021

Location: Guildford, GB, GU1 3DE

Company: Knight Frank

Reference No 11755 
Title Team Secretary, Guildford Office 
Type Permanent 
Salary Range Competitive
Division Residential 
Sub Division Residential Development 
Department SE Res Dev New Homes (10000120) 
Location Guildford 


Established in 1897, 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 19,000 people operating from over 523 offices across 60 Territories.  These figures include Newmark 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.




The Guildford office are looking to hire an experienced Team Secretary to join our highly successful and fast paced Residential Development South East team.  You will be a super organised individual with the ability to operate in a discreet, diplomatic and efficient manner. You will be confident in offering solutions, making judgements and delivering outcomes within required timeframes. This role would suit a strong communicator who is capable of influencing others successfully, with a professional and helpful approach. You will have good administration skills and be able to use the relevant systems confidently with the ability to multi-task.




Office Management

  • Fee Reconciliation
  • Keeping track of headcount report, bad debt report
  • Raising invoices and tracking payment
  • Ordering stationery for the office
  • Any immediate issues in the actual office e.g. printer, franking machine
  • Ensuring the Health and Safety Dashboard is up to date
  • Preparing for monthly audits
  • Health and Safety Audits
  • Environmental Audits


New Instructions

  • Assisting and preparing pitch documents and reports
  • Preparing and sending Terms of Business / Docusign liaison
  • Preparing and sending Confirmation of Instruction
  • Downloading title checks and plans
  • Liaising with clients on CDD (Customer Due Diligence) and sending up to Head Office
  • (If International) Getting signatures for forms, sending to Head Office and monitoring return of CDD Decision forms
  • Dis-instruction letters, price change letters and list of buyers covered in the sole agency period
  • Organising photographs, floorplan and EPC’s
  • Downloading photographs and creating contact sheets for clients
  • Creating brochures, sending onto the client, necessary amends and ordering brochures as necessary
  • Creating window cards
  • Launching properties onto the web, updating property details, marketing write up and sending link onto the clients once made live
  • Creating Instagram and LinkedIn images for the team
  • Ordering board movements
  • Organising client testimonials (Google reviews and Trust Pilots)
  • Creating and amending invoices (Marketing and final account invoices)
  • Assisting the fee earner with counterparty CDD, sending up to Head Office and keeping track prior to exchange
  • (If UK) Attaching all documentation and monitoring return of CDD Decision forms
  • (If International) Getting signatures for forms, sending to Head Office and monitoring return of CDD Decision forms
  • Organising completion packs / flowers / champagne – if required


General Admin Duties

  • First point of contact for the department
  • Intercept incoming telephone calls and make sure they are actioned without delay
  • GDPR – ensuring the offices are at zero
  • Keeping the G Drive up to date with correct and up to date brochures, floorplans and photographs
  • Keeping brochure cupboards tidy / organising comparable cupboard
  • Keeping the office tidy, brochures up to date and window cards changed round
  • Collating brochures, viewing sheets and organising keys for viewing tours
  • Tagging up keys and doing key audits
  • Keeping maximising stock reports up to date
  • Collating all information and paperwork for weekly meetings
  • Creating Property Lists and sold lists
  • Ordering PPE and keeping an eye on stock levels (masks, gloves, hand sanitisers etc)
  • Raising IT self-services for other team members
  • Administrating expense claim forms for all partners on a bi-monthly basis
  • Organise business generation events/meetings/lunches



  • Responding to marketing teams requests (mailers and publications)
  • Organising mailers to be sent
  • Keeping the website up to date (removing necessary people, ensuring the property files are correct)
  • Dotmailers for all new instructions
  • Submitting PR requests
  • Creating business cards, CVs and pitch packs



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