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Business Support Coordinator

3 months ago

Ascot, Windsor and Maidenhead, United Kingdom Knight Frank Full time

Reference No Title- Business Support Coordinator - Ascot and Virginia Water- Type- Permanent- Salary Range- Competitive- Division- Residential- Sub Division- Country Business- Department- Ascot & Virginia Water Location- AscotThe Country Residential sales division are looking to recruit a Business Support Coordinator to assist with sales administration in the Ascot & Virginia Water office.

You will report into the Office Head, Edward Shaw with day-to-day input from the Senior Operations Coordinator.

Responsibilities:

Customer Experience

  • Greet customers in a polite and welcoming manner as the initial point of contact upon entering the office.
  • Assist customers and offer refreshments
  • Promptly answer incoming telephone calls
  • Take accurate messages and assist with enquiries wherever possible
  • Provide keys to contractors
  • Maintain a tidy office and reception area
  • Prepare the boardroom for meetings when required
  • 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 and office team, to include:

Property listings:

  • Create new property activity records
  • Order land registry title checks
  • Register new instructions
  • Create template letters and forms
  • Organise and book in viewings liaising with clients

Best Practice:

  • Follow & adhere to all internal and external compliance & best practise measures and procedures
  • Maintain the office brochure drawer and cupboards
  • Manage CDD 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

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
  • Carry out monthly reporting to assist with performance monitoring
  • Demonstrate competence in all KF systems (Working Life, Hub, Global Life, Power BI, Audit centre, etc)

Information Security

  • Display knowledge of ISO regulations and implement in office working alongside your Operations Coordinator
  • Ensure clear desk & clear screen policies are followed
  • Follow storage & archive protocols
  • Ensure confidential files are treated correctly
  • Display knowledge of GDPR regulations

Local Marketing

  • Create mailers, property brochures, window cards and pitching materials
  • Arrange and upload EPCs, photos and floorplans
  • Update property listings
  • Use of internal systems to search and download imagery
  • Oversee look and feel of office in line with central guidelines
  • Supply imagery and property information for regional publications and central marketing campaigns working alongside your Marketing Senior Operations Coordinator when required
  • Assist with meeting marketing deadlines
  • Display knowledge of GDPR regulations
  • Adherence of KF marketing, PR and social media guidelines

Particular Aptitudes/Skills Required

  • Prior experience in a business support, administration or front of house role preferred but not required
  • Flexibility, adaptability and a cooperative attitude
  • Excellent standard of English grammar and spelling
  • Calm under pressure
  • Diligent and efficient
  • Attention to detail
  • Selfmotivated
  • Team player

Hours:

Monday to Friday 8:30am-6pm & Saturday cover will be required on an adhoc basis

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