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Operations Coordinator, Auctions Team

Date: 04-Aug-2022

Location: London, GB, W1U 8AN

Company: Knight Frank

Reference No 25628 
Job Title Operations Coordinator, Auctions Team 
Type Permanent 
Salary Range Competitive
Division Residential 
Sub Division London Sales 
Department Auctions (10000869) 
Location 55 Baker Street 

 

Knight Frank's Auction Team is looking to recruit an Operations Coordinator to carry out administration and business operations to manage and support the expanding team. The role will have a base at our Head Office in Baker Street, with flexibility to work from home (subject to auction days).

 

  • Answering telephone calls, assisting with enquiries and taking messages
  • Coordinate diaries of the Auction Team
  • Arrange meetings internally & externally
  • Prepare correspondence/contract/reports and distribute to clients
  • Work with the auction team to provide efficient administration, to include:
  • Property listings:
  • Create new property activity records
  • Order land registry title checks
  • Register new instructions 
  • Create template letters and forms (including confirmation of instruction, terms of
  • business, property information form, marketing declaration, memorandum of sale, etc.)

 

  • Best Practice:
  • Manage CDD process for clients and counterparties
  • Display knowledge and ensure compliance of CDD and best practice regulations
  • Assist with Client Due Diligence process and collecting documents from clients prior
  • to marketing
  • Ensure correct naming conventions are used on all property files
  • Monthly reporting
  • Accounts:
  • Accurate generation of sales invoices
  • Ensure accurate records are maintained on all reports

 

Marketing

 

  • Arrange and upload EPCs, photos and floorplans
  • Update property listings by refreshing photographs and text as necessary
  • Use of internal systems to search and download imagery 
  • Create mailers, property brochures, window cards and pitching materials
  • Assist with meeting marketing deadlines

 

Information Security

 

  • Display knowledge of ISO regulations and implement in office 
  • Ensure clear desk & clear screen policies are followed
  • Follow storage & archive protocols
  • Ensure confidential files are treated correctly 
  • Display knowledge of GDPR regulations

 

Particular Aptitudes/Skills Required

 

  • Prior experience in a business support, 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
  • Attention to detail
  • Self-motivated
  • Team player

 

 

 

 

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