Operations Coordinator

1 week ago


Cirencester, Gloucestershire, United Kingdom Knight Frank Full time

Reference No Title- Operations Coordinator - Cirencester- Type- Permanent- Salary Range- Competitive- Division- Residential- Sub Division- Country Business- Department- Cirencester Location- CirencesterKnight Frank are looking to hire an Operations Coordinator to support the Sales Team in their Cirencester Office.

There is an expectation to work Saturdays as part of a rota with the rest of the team.

Responsibilities

Client Support

  • Assist in answering incoming calls and registering applicants
  • Create new property activity records and merging tenancies on the system
  • Assisting with management takeovers including data entry, issuing relevant paperwork to tenants and liaising with accounts teams.
  • Coordinate monthly and quarterly client reports and assist the team in preparing these.
  • Organise team efforts to chase bad debt on a monthly basis
  • Generate proforma invoices for intro only lets
  • Ensure compliance of KYC/CDD process for clients and counterparties (including land registry checks and Northrow reports)

Team

  • Liaise with HR, facilities and IT for new starter setup
  • Digital dictation
  • Coordinate the schedule onboarding meetings during a new joiner's first 30 days including all standard sessions, such as IT training and the firm's Introductory Briefing
  • Welcome all new joiners on their first day and provide them with the team induction
  • Liaise with the Health & Safety Manager to maintain the office disaster recovery plan including the primary and secondary methods of contacting the whole team in the event of an incident.
  • Fire marshal
- training provided

  • Team social lead (arranging birthday cards/ team socials)
  • Prepare monthly meeting agendas, MBOs and ad hoc requirements
  • Diary management including but not limited to travel bookings
  • F:drive organisation and maintenance
  • Order stationery and hardware as required
  • Overflow team administration where needed

Marketing

  • Preparation of pitching documents
- gathering, collating and formatting

  • Create mailers, property brochures, window cards and pitching materials using Drag and Drop
  • Working with the department to create marketing material for business generation (to include property management services/ ILM service offering)
  • Arrange and upload EPCs, photos and floorplans

HSE and Information Security

  • Ensure clear desk & clear screen policies are followed
  • Follow storage & archive protocols
  • General Data Protection Regulation (GDPR) and Information Security champion

Particular Aptitudes/Skills Required

  • 1 years+ experience in a similar operations, administration or secretarial role desirable but not essential
  • Proficient with Microsoft office packages
  • Flexibility, adaptability and a cooperative attitude
  • Calm under pressure
  • Excellent standard of English grammar and spelling
  • Diligent and efficient
  • Strong attention to detail
  • Selfmotivated
  • Team player
LI-SO1

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