Operations Coordinator

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

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

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,

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

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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, even if provided by PSL agencies.

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