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Senior Operations Coordinator, The Buying Solution

Date: 13-May-2022

Location: London, GB, W8 4DB

Company: Knight Frank

Reference No 21801 
Job Title Senior Operations Coordinator, The Buying Solution 
Type Permanent 
Salary Range Competitive
Division Residential 
Sub Division Country Business 
Department The Buying Solution - London (10000222) 
Location Vicarage House 

 

The Buying Solution is looking to hire a Senior Operations Coordinator to support their busy London team.

 

The Buying Solution are Knight Frank’s independent buying service providing retained clients with a bespoke search, acquisition and rental service for residential property in London and the country at £1m+.  Their London office are looking for a Senior Operations Coordinator with diary management, typing, client liaison, general secretarial support, compliance and property data system management. The role will also involve close work with our other country office in Newbury.

 

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

  • Diary & email management – Full control and maintenance of diaries, making appointments, viewings and arrangement for all meetings with clients and colleagues.
  • Document preparation (letters, minutes, schedules etc.)
  • Client management and compliance
  • Deal with clients visiting the office in a polite, helpful and confident manner
  • Presentations using PowerPoint.
  • Corporate travel arrangements & booking
  • Updating HUB with client communication
  • Pitching documents – assist in drafting and collating pitching material.
  • Electronic filing system. G: drive maintenance/SharePoint
  • Carry out counterparty CDD checks to ensure all clients are registered and not in breach of regulations.
  • Assist team in producing Due Diligence Reports for properties purchased
  • Create and oversee the production of Property handover reports
  • Obtaining quotes from supplier’s e.g. interior designers, builders, architects, furniture rentals, furniture removals etc.
  • Display knowledge of ISO regulations and implement in office (Fire safety, Health and Safety, Risk management etc.)
  • Ensure offices are carrying out weekly/monthly/annual checks and updating workspace
  • Maintain and update disaster recovery plans
  • Filing/archiving and confidential waste disposal
  • Display knowledge of GDPR regulations
  • Keep up to date with all firm and legislative changes
  • Prepare for and host all internal & external audits (H&S, Environmental & Information Security)
  • Compile and process expenses
  • Use of the Knight Frank invoicing system, maintain a record of all invoices raised.
  • Answering incoming calls to department and fielding to relevant agents
  • First point of contact for the department
  • Maintain correct contact information on People Search for the department
  • Supervision and management of Business Support Coordinator within the London team.
  • Arranging of department Christmas party and other ad hoc social events.
  • Manage the new starter, transfer and leavers processes
  • Onboard new starters and arrange training
  • Train new starters and mentor current team members
  • Keep up to date with all training courses and content and assist with development/rollout of new courses as required
  • Carry out 1:1s of support team and advise on development needs
  • Supervise and monitor allocation of workload to support team

 

Particular Aptitudes/Skills Required

  • 5 years+ experience in a similar operations, administration or secretarial role preferred
  • Proficient with Microsoft office packages
  • Extensive diary management experience
  • 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

 

 

 

 

 

 

 

 

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