Operations Coordinator

1 week ago


Sevenoaks, Kent, United Kingdom Knight Frank Full time

Reference No Title- Operations Coordinator - Sevenoaks- Type- Permanent- Salary Range- Competitive- Division- Residential- Sub Division- Country Business- Department- Sevenoaks Location- SevenoaksKnight Frank is looking to hire an Operations Coordinator to assist the Sales Team in their Sevenoaks office.


Responsibilities

  • Provide an exceptional internal and external customer experience in every interaction
  • Assist in answering incoming calls
  • Maintain a tidy office and reception area
  • Assist Department Head with implementation of Customer Experience initiatives
  • Drive net promotor scores through customer journey improvement initiatives
  • 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, office team and other departments within the region:

Property listings:

  • Create new property activity records
  • Order land registry title checks
  • Register new instructions
  • Create template letters and forms

Best Practice:

  • Manage CDD process for clients and counterparties
  • Deliver and adhere to all internal and external compliance & best practise measures and procedures
  • 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
  • Reconcile figures monthly

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
  • 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
  • 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 necessary
  • Assist with meeting marketing deadlines
  • Display knowledge of GDPR regulations
  • Adherence of KF marketing, PR and social media guidelines

HSE and 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

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
  • Manage petty cash
  • Submit Saturday staff timesheets
  • Experience of working on numerous systems to complete daily tasks

Facilities:

  • Manage office facilities
  • Arrange works/contractors when required
  • Upkeep and maintain office equipment/IT hardware
  • Order stationery and hardware as required
  • Assist with office refurbishment or relocation programmes

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 cooperative attitude
  • Calm under pressure
  • Excellent standard of English grammar and spelling
  • Diligent and efficient
  • Strong attention to detail
  • Selfmotivated
  • Team player
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