Business Support Coordinator

2 months ago

Ascot, United Kingdom Knight Frank Full time

Reference No- 28426- Title- Business Support Coordinator - Ascot and Virginia Water- Type- Permanent- Salary Range- Competitive- Division- Residential- Sub Division- Country Business- Department- Ascot & Virginia Water (10000050)- Location- AscotThe Country Residential sales division are looking to recruit a Business Support Coordinator to assist with sales administration in the Ascot & Virginia Water office. You will report into the Office Head, Edward Shaw with day-to-day input from the Senior Operations Coordinator.

**Responsibilities**:
**Customer Experience**
- Greet customers in a polite and welcoming manner as the initial point of contact upon entering the office.
- Assist customers and offer refreshments
- Promptly answer incoming telephone calls
- Take accurate messages and assist with enquiries wherever possible
- Provide keys to contractors
- Maintain a tidy office and reception area
- Prepare the boardroom for meetings when required
- 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 and office team, to include:
Property listings:

- Create new property activity records
- Order land registry title checks
- Register new instructions
- Create template letters and forms
- Organise and book in viewings liaising with clients

Best Practice:

- Follow & adhere to all internal and external compliance & best practise measures and procedures
- Maintain the office brochure drawer and cupboards
- Manage CDD process for clients and counterparties
- 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

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
- Demonstrate competence in all KF systems (Working Life, Hub, Global Life, Power BI, Audit centre, etc)

**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

**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 required
- Assist with meeting marketing deadlines
- Display knowledge of GDPR regulations
- Adherence of KF marketing, PR and social media guidelines

**Particular Aptitudes/Skills Required**
- Prior experience in a business support, administration or front of house role preferred but not required
- Flexibility, adaptability and a co-operative attitude
- Excellent standard of English grammar and spelling
- Calm under pressure
- Diligent and efficient
- Attention to detail
- Self-motivated
- Team player

**Hours**:
Monday to Friday 8:30am-6pm & Saturday cover will be required on an adhoc basis

LI-SO1

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