Operations Coordinator
4 weeks ago
Reference No- 28243- Title- Operations Coordinator - Sevenoaks- Type- Permanent- Salary Range- Competitive- Division- Residential- Sub Division- Country Business- Department- Sevenoaks (10000206)- 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 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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