Operations Coordinator

2 months ago

Edinburgh, United Kingdom Knight Frank Full time

Contract Type- Permanent- Employment Type- Full-Time- Working Requirements- On Site- Hours- 8:30am to 6:00pm + Saturdays 9.00am to 2.00pm (all on a rota basis)- Salary- Competitive- Division- Residential- Location- Edinburgh ResidentialKnight Frank is looking to hire an Operations Coordinator to assist the Sales Team in their Edinburgh office.

**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

LI-SO1

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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.

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