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Operations Coordinator, Oxford
Date: 03-May-2022
Location: Oxford, GB, OX2 7DY
Company: Knight Frank
Reference No | 21381 |
Job Title | Operations Coordinator, Oxford |
Type | Permanent |
Salary Range | Competitive |
Division | Residential |
Sub Division | Country Business |
Department | Oxford (10000170) |
Location | 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.