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Team Assistant, London Offices

Date: 13-Jan-2022

Location: London, GB, W1U 8AN

Company: Knight Frank

Reference No 17735 
Job Title Team Assistant, London Offices 
Type Permanent 
Salary Range Competitive
Division Commercial 
Sub Division London Offices 
Department London Capital Markets & Development KF (10000748) 
Location 55 Baker Street 

 

Knight Frank are looking to hire a highly motivated Team Assistant to join the London Offices team based in their Baker Street global headquarters.  They will be responsible for providing an effective and efficient administrative support service to the Partners and team members, ensuring the smooth running of a busy department.

 

Responsibilities
 

Management Support

  • Administrative support to Partners and team members.  Extensive and proactive diary and email management; organisation of internal / external meetings and viewings and conference calls, including preparing any required papers beforehand
  • Collate and analyse information team
  • Corporate travel arrangements; UK and overseas, plus preparing detailed itineraries and travel packs where necessary
  • Create expense report tools; complete team expense reports post-travel
  • Where applicable, screen and prioritise or respond to team’s email and/or voicemail
  • Appraisal coordination for team.

 

 

Business Support

  • Acting as an Ambassador for the team/department head
  • Maintain collaborative relationships with clients, managers and employees
  • WIP sheet reconciliation / billed and unbilled debtor management
  • Sales invoicing
  • Monthly travel sign off, signing off costs, database subscriptions, supplier invoice processing
  • Expense claim coordination for the department
  • Referral coordination

 

Team Support

  • Team meetings; attend team catch ups and WIP meetings, minute taking and ensuring actions are followed up
  • Perform general clerical duties including but not limited to, photocopying, mail distribution and filing
  • Compose and/or prepare correspondence; audio/copy typing, letters, memos, design documents, newsletters or reports
  • Maintain teams schedule through extensive and proactive diary coordination, organisation of internal / external meetings and viewings and conference calls, including preparing any required papers beforehand
  • Corporate travel arrangements; organising team meetings and conferences, strategy away days, etc.  Producing relevant ‘packs’ for all attendees
  • Take and disseminate minutes from board/management meetings
  • IT liaison to help troubleshoot system errors for team
  • Work collaboratively, providing assistance to other business support members, as and when required, adding value to the overall efficiency of LONDON.
  • Answer organisational mail, email, correspondence and requests for information
  • Update and maintain correct contact information on KF systems for team
  • Maintain team’s storage/retrieval systems
  • Hub Management; ensuring client records for all team members are maintained, ‘cleaned’ regularly and scores are kept in line with the department’s target.  You will also be required to produce mail shots, both hardcopy (letters) and electronic (emails), to then be sent out to clients and agents
  • RICS Management, updating CPD diaries

 

Processes & Efficiency Support

  • Set up and/or update electronic filing systems, records and reports for team.
  • Job setup and closure coordination for team
  • Best Practice/Risk; experts; in CDD / RISK / Audit and Compliance management and regular liaison with the Best Practice team.  To be font of all knowledge, adhere to guidelines / ensure all property files are complete to pass audits
  • Information Security Champion; to be an expert on the information security policy and procedures and a main point of contact for your team in terms of reporting and escalating issues and/or incidents therefore monitoring best practice.

 

Project Management

  • MCC (Marketing Communications Coordinator) programme. Marketing Coordinator for team. Ensuring you are up to date on all tools / brand guidelines / and liaising with marketing regarding all collateral needs for the team, i.e. producing sales brochures, event invites, property summaries, contact booklets, capability statements, track records, deal resumes, research documents and all other relevant marketing materials.  Social Media management i.e. LinkedIn, Twitter, Instagram, Yammer etc.
  • Corporate CRM Programme / Business Development coordination and management; for team.   Working closely with team CRP’s to maintain strong client relationships and communication.  Creation of pitches with in- house creative and business development teams, liaison with internal or external printers to ensure a smooth process.  Working closely with BD to coordinate team pitches.
  • Event Management; event organisation and coordination and attendance for specific team / department / firm wide events;  Including project managing some of the events from the initial brainstorm to briefing marketing, researching venues, creating invites, helping create supporting collateral, managing the RSVP lists, welcoming the clients at the event, etc.
  • KFX; contribution/idea generation

 

 

Foundational Technology Skills

 

  • Microsoft Office 365; Word, Excel, Outlook, PowerPoint, OneNote, Teams, Share Point and Skype for Business
  • Adobe Acrobat
  • Database Management software;  Hub, Microsoft Access, FileMaker Pro
  • Project Management software; Microsoft Project and any other in-house systems
  • Design and Layout software; Microsoft Publisher, Adobe Photoshop and/or InDesign
  • Social Media for business purposes; LinkedIn, Twitter, Facebook, Yammer, Google+, Instagram and Pinterest
  • Financial; Working Life

 

 

NB. This list is not exhaustive but is written to give an outline of the expectations and some tasks will only be relevant for specific roles.

 

 

 

 

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