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Operations Coordinator, Hungerford

Date: 18-Nov-2022

Location: Hungerford, GB, RG17 0NF

Company: Knight Frank

Reference No 27023 
Job Title Operations Coordinator, Hungerford 
Type Permanent 
Salary Range Competitive
Division Residential 
Sub Division Country Business 
Department Hungerford (10000133) 
Location Hungerford 

 

Knight Frank is looking to hire an Operations Coordinator to assist the Sales Team in their Hungerford offce.

 

Established in 1896, 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 15,000 people operating from over 500 offices across 58 countries. These figures include Newmark Grubb 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.

 

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 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 CDD process for clients and counterparties  
  • 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  
  • 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 
  • Reconcile figures monthly (Country Only) 
  • 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   
  • Set and implement annual sustainability targets with the assistance of your HSE Senior Operations Coordinator 
  • Ensure all necessary safety checks are completed and logged 
  • Ensure all new starters are aware & sent the health and safety protocols and relevant risk assessment 
  • Advise teams on office/information security best practice 
  • Ensure clear desk & clear screen policies are followed  
  • Follow storage & archive protocols  
  • Ensure confidential files are treated correctly   
  • Liaise & raise security incidents or weaknesses with the Security Analyst 
  • 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 staff timesheets 
  • 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 

 

Professional experience and personal skills profile 

 

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 

 

There is an expectation to work one Saturday per month as part of a rota with the rest of the team.

 

 

#1 #2 #LI-AL1

 

 

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