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Operations Coordinator

4 months ago

Cirencester, United Kingdom Knight Frank Full time

Reference No- 28297- Title- Operations Coordinator - Cirencester- Type- Permanent- Salary Range- Competitive- Division- Residential- Sub Division- Country Business- Department- Cirencester (10000092)- 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.
- Co-ordinate 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
- Co-ordinate the schedule on-boarding 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 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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