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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

 

#3

 

 

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