Knight Frank is looking to hire an Operations Coordinator to assist the Sales Team in their Haslemere office. This role will be a 12 month fixed term contract.

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 the 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 Client due diligence process for clients and buyers  
  • 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 
  • Database 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 

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 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 

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 and viewing teams timesheets and expenses
• Experience of working on numerous systems to complete daily tasks

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

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

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Please note: this is a Direct Search led by Knight Frank. Applications from recruitment agencies will not be accepted nor will fees be paid for unsolicited CVs, even if provided by PSL agencies.