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Operations Co-ordinator, Public Sector Advisory

Date: 15-Oct-2021

Location: London, GB, W1U 8AN

Company: Knight Frank

Reference No 14782 
Title Operations Co-ordinator, Public Sector Advisory 
Type Permanent 
Salary Range Competitive
Division Residential 
Sub Division Residential Development 
Department Public Sector (10000570) 
Location 55 Baker Street 

 

Knight Frank has more than 20,000 people operating from over 488 offices across 58 countries.

 

The Public Sector team is a market leading department supporting local and central government clients across a number of areas including public sector led regeneration, production of HM Treasury Green Book Business Cases and PFI expiries.  

 

The team is currently recruiting an Operations Co-ordinator to be responsible for providing an effective and efficient support service to the team, ensuring the smooth running of a busy department and effective support to the Department Head and Partners.

 

Responsibilities

General Administration

  • General office organisation and client enquiries
  • Prepare, maintain and print WIP reports
  • Purchase / arrange maintenance of office equipment, furniture and supplies, mobile phones, IT liaison, new IT software and email addresses
  • Manage department moves
  • Book desks for team members
  • Organise meetings, room bookings and travel arrangements
  • Order and replenish stationery
  • Filing / Archiving
  • Manage team subscriptions – journals, memberships, etc.

 

 

Contract Administration

  • Meeting Knight Frank’s contract administration obligations, maintaining opportunity and instruction spreadsheets for high profile, public sector framework clients.
  • Monitor all invoicing and maintain invoicing schedules
  • In relation to a high profile, public sector client;
    • record instruction forms on Knight Frank and client systems
    • obtain Purchase Order numbers (POs)
    • monitor PO spend/remaining value
    • attend monthly management meetings
    • keep the client dashboard and the work in progress (WiP) records up to date
    • manage completion and reporting of client KPIs
    • manage client security vetting processes (Knight Frank applications and client liaison)
    • prepare draft and final invoices and submit and pursue payments in accordance with payment terms
    • Liaise with other KF teams as necessary
    • create mail-outs for property disposals

Finance

  • Prepare, maintain and print team WIP reports
  • Maintaining accurate records of invoicing, payments received and payments outstanding
  • Monthly and general financial reporting to Accounts Department
  • Upload financial information to Working Life (Knight Frank) accounting system and reconcile with WIP
  • Prepare monthly invoices for the team
  • Review monthly department Profit & Loss

 

Best Practice

  • Responsible for showing team members the H&S and Fire Regulations, and first aid processes
  • Responsible for ensuring files adhere to audit regulations (Client Due Diligence, file registration etc)

Team

  • Office liaison for HR issues – responsible for paperwork and being aware of payroll deadlines
  • First day induction of all new team members

 

Support

  • PA duties for 3 x Department Partners that includes, diary management and organisation of meetings and travel arrangements and filing.

 

Professional experience and personal skills profile

Qualifications/Education Required.

  • 5 years+ experience in a similar role
  • IT Skills
    • Word (Advanced)
    • Mail Merge proficient
    • Excel
    • PowerPoint
    • Outlook

Training will be provided on Knight Franks and client financial/information systems.

 

 

Particular Aptitudes/Skills Required

  • Extensive diary management experience
  • Good standard of English grammar and spelling, and takes pride in presentation of work.
  • Pro-active, hands-on. Strong sense of self-motivation
  • An active interest and understanding of the business
  • Flexible, adaptable and a co-operative attitude; able to work as part of a team
  • Have the necessary organisation skills to provide an efficient support service to the department
  • Dedicated, loyal, diligent and trustworthy
  • Well presented with a clear speaking voice
  • Use initiative and come up with ideas to make the team run more efficiently
  • Excellent organisational skills with the ability to successfully work across a number of projects at one time.

 

 

 

 

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