Operations Coordinator, Oxford

Knight Frank is looking to hire an Operations Coordinator to join their busy Oxford office, with the following responsibilities:

Customer Experience

• Provide an exceptional internal and external customer experience in every interaction
• Assist in answering incoming calls and website enquiries
• Assist with arranging and organising property visits
• Maintain a tidy office and reception area
• Refer clients to a wide range of KF services including Commercial and the Global network
• Please note, there is an expectation of working 1 in 5 Saturdays, 9am to 2pm.

Sales Administration

• Work with Operations teams to provide a high level of support within agreed timeframes to Office Head.
• Property listings:
  • Support team members in creating new property activity records
  • Order land registry title checks
• Best Practice
  • Manage Client Due Diligence process for clients and counterparties 
  • Liaise with clients to obtain necessary documents prior
    to marketing.
  • Ensure correct naming conventions are used on all property files 
  • G:drive organisation and maintenance
  • Ensure office compliance and drive audit pass rate improvements working alongside your Compliance Senior Operations Coordinator when necessary
• Accounts:
  • Accurate generation of sales invoices
  • Ensure accurate records are maintained on all reports
• General:
  • Prepare reports for weekly and monthly meetings, MBOs and ad hoc requirements
  • Be a trouble shooter with system processes and procedures
  • Mentor new business support team members
  • Demonstrate high competence in all KF systems (Working Life, Hub, Global Life, Power BI, Audit centre, etc.)

Local Marketing

• Create mailers, property brochures, window cards and pitching materials
• Occasionally arrange and upload EPCs, photos and floorplans 
• Supply imagery and property information for regional publications and central marketing campaigns working alongside your Marketing Senior Operations Coordinator when necessary
• Adherence of KF marketing, PR and social media guidelines

HSE and Information Security

• Display knowledge of ISO regulations and implement in office  
• Set and implement annual sustainability targets with the assistance of your Compliance Senior Operations Coordinator
• Ensure all necessary safety checks are completed and logged
• Ensure all new starters are aware & sent the health and safety protocols and relevant risk assessment
• Advise teams on office/information security best practice
• Ensure clear desk & clear screen policies are followed 
• Follow storage & archive protocols 
• Ensure confidential files are treated correctly  
• Liaise & raise security incidents or weaknesses with the Security Analyst

Operations

• Department accounts:
  • Code office invoices
  • Monitor management reporting
  • Ensure accurate performance management records and reports are maintained
  • Assist team with submission of expenses if required
  • Submit Saturday staff timesheets
• Facilities:
  • Manage office facilities
  • Arrange works/contractors when required
  • Upkeep and maintain office equipment/IT hardware
  • Order stationery and hardware as required

Particular Aptitudes/Skills Required

• 2 years+ experience in a similar operations, 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
• Strong attention to detail
• Self-motivated
• Team player

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