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Operations Coordinator, Richmond

Date: 05-May-2022

Location: Richmond, GB, TW9 1SX

Company: Knight Frank

Reference No 21522 
Job Title Operations Coordinator, Richmond 
Type Permanent 
Salary Range Competitive
Division Residential 
Sub Division London Sales 
Department Outer London Operations (10000972) 
Location Richmond - (London) 

 

Knight Frank is looking to hire an Operations Coordinator to join their busy Richmond sales 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

 

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.