Operations Coordinator

3 weeks ago

Oxford Oxfordshire, United Kingdom Knight Frank Full time

Contract Type Fixed Term Contract
Employment Type Full-Time
Working Requirements On Site
Hours 9:00am to 5:30pm
Salary Competitive
Division Residential
Location Oxford

Knight Frank is looking to hire an Operations Coordinator to assist the Sales Team in the Oxford office. This will be a 12 month fixed term contract.

This role will be an in office role, working Monday - Friday, 9am to 5:30pm. A permit for parking will also be provided.

Responsibilities:

Customer Experience

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 the 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 Client due diligence process for clients and buyers
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
Database 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 and viewing teams timesheets and expenses
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 co-operative attitude
Calm under pressure
Excellent standard of English grammar and spelling
Diligent and efficient
Strong attention to detail
Self-motivated
Team player

Please note: this is a Direct Search led by Knight Frank. Applications from recruitment agencies will not be accepted nor will fees be paid for unsolicited CVs. #J-18808-Ljbffr

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