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Business Support & UHNW Records Coordinator - Private Office

Date: 23-Jun-2022

Location: London, GB, W1U 8AN

Company: Knight Frank

Reference No 20940 
Job Title Business Support & UHNW Records Coordinator - Private Office 
Type Permanent 
Salary Range Competitive
Division Residential 
Sub Division London Sales 
Department Private Office (10000798) 
Location 55 Baker Street 


The Private Wealth Intelligence forms part of the Private Office, an exciting, fast-paced department, with talented people working on some of the best £10m+ instructions in London, the country and internationally.


The main duties will be to support the Private Wealth Intelligence team with a particular focus on our Tier 1 UHNW CRM programme.  We are looking for a new team member to work on UHNW research and record enhancement, project management and to provide general administration support. The role requires someone who is also highly organised and proactive with a high level of personal initiative.


We are looking for a dedicated individual with a high attention to detail, a passion for research and excellent communication and Microsoft Office skills. They must be capable treating privileged information in confidence and with total discretion. The ideal candidate for this role will have 3 years+ experience within a similar secretarial or research based role.


In the Data Controller role, you will be responsible for:


  • Working alongside the Senior Client Manager (s) to onboard UHNW clients into the Tier 1 programme, to include:  data cleansing, merging duplicate records, conducting internal research to ascertain wider business history and previous transactions with KF, linking family records, identifying advisors and enhancing records with external research via WealthX. 
  • Ongoing monitoring and mining of our UHNW database to identify dormant clients for active management programmes (filter into Tier 1, incubator or Tier 2 programs as appropriate). 
  • Daily review and qualification of the previous day’s UHNW activity, to include:
  • Daily review the ‘UHNW Daily Activity Monitor’. This report identifies the previous working day’s activity in the following areas; 1) Newly registered £20m+ net worth clients. 2) Newly registered £10m+ applicants and £5,000 per week tenants. 3) New £10m+ instructions.
  • Check names against WealthX and Forbes databases. Download profiles and send to the fee earner who has registered the client.
  • Speak to the fee earner responsible for the registration to find out what they know about the individual.
  • Check HUB database to ensure record is correctly profiled. Enhance the record with additional information from WealthX (including nationality, residences and real estate holdings around the world, interests in different property asset classes, family offices & key relationships, interests and hobbies).
  • Management of our Single Family Office tracker. Profiling single-family offices by overall holdings, spending power, portfolio structure and fee income generated. Incorporating existing asset ownership (both commercial and residential) deals, holdings and family offices details into our records. Focus on identifying opportunities.
  • Conducting ad hoc UHNW research projects when required.
  • Conducting database research for Trophy Asset Pitching and Private Placement projects, involving:

     -      Conduct buyer profiling, identifying internal and external targets

     -      Support trophy asset pitches by providing ‘access to wealth’ and Private Office capability material

  • Regular monitoring of Forbes Billionaires, Times, Bilanz and Arabian Business ‘rich lists’ against our systems and global Private Offices and Global Prime teams.
  • Support with database record management of our $500m+ global relationships.
  • Management of PWI projects board; working with the team to ensure projects are delivered on brief and on time.
  • Channel Islands Strategy

      -       Monitoring referrals and maintaining business development tracker. 

      -       Support with event organisation

      -       Maintaining Hub (internal database) keeping B2B and B2C contact records.

  • Ambassador Strategy

     -       Organising quarterly meetings

     -       Work with KF marketing to prepare Ambassador CVs, marketing collateral and communications

     -       Updating the deal/activity tracker

  • Liaise with the marketing team on the creation of electronic mailers, property lists and publications
  • Prepare reports, agendas and papers for meetings
  • Preparation of PowerPoint presentations
  • Administrating Partners expense claims
  • Making appointments and arrangements for meetings with clients and colleagues
  • Occasional organisation of travel itineraries – including visas, hotels, flights, currency etc
  • Act as an ambassador for the team at all times and carrying out all assistant duties in a discreet, diplomatic and efficient manner
  • General awareness of £10m+ market in Prime Central London


           To be successful in the Data Controller role, you will have the following skills and experience:


  • Career Experience Required
  • 3+ years Secretarial/PA experience
  • Property experience would be helpful but not essential
  • Team player
  • Ability to maintain confidentiality
  • Ability to communicate with others in a clear, professional and helpful manner both face to face and on the telephone
  • Ability to command authority
  • Flexibility, adaptability and a co-operative attitude
  • Ability to remain calm under pressure
  • High attention to detail
  • Highly organised with the ability to multi-task and prioritise workload
  • Good English grammar and spelling
  • Excellent knowledge of Excel and other MS packages
  • Resilient
  • Solution provider
  • Proactive
  • Punctual





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