Operations Coordinator | Weybridge - FTC
Who are we
Founded in 1896, Knight Frank was registered as Knight Frank LLP a Limited Liability Partnership, on 3 November 2003, registered in England & Wales at 55 Baker Street, London, W1U 8AN with the registered number of OC305934. Headquartered in London, UK, Knight Frank is one of the world's leading independent real estate consultancies. We work responsibly in partnership to enhance people's lives and environments in over 50 Markets, 600+ Offices, 20,000+ People, 1 Global Network.
At the heart of all we do are our Clients. A relationship built on trust is vital. As trusted partners in property, we act with integrity and care, understanding our clients’ unique needs and consistently thinking about the bigger picture to provide personalised, clear and considered advice across all areas of property. Through our deep understanding of key markets and sectors - both emerging and established - we are dedicated to meeting and exceeding their property goals.
A true partnership is a balanced one, and our People are passionate about, and committed to, making our business inclusive and diverse. We give every individual the space and opportunity to perform at their best and be recognised for the immense value they bring. We empower everyone to have autonomy in their role and encourage them to use their voice in how we can make a positive impact as a firm and shape the future of real estate, the built environment and the impact on the communities we serve. Our collaborative and engaged teams provide excellent and dedicated client service. In our workplace, opinions are respected, everyone is invited to contribute to the success of our business and innovation, and new ideas are celebrated.
In 2021 we celebrated our 125th anniversary and set out Our Desired Future, cemented in three pillars: People Potential, Client Centricity and always Creating our Future, together. Learn more about what sets us apart here.
About The Role
Knight Frank is looking to hire an Operations Coordinator to assist the Sales Team in Elmbridge based in the Weybridge office.
This position is offered on a 12-month Fixed Term Contract as maternity cover.
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 the Department Head with the implementation of Customer Experience initiatives.
Drive Net Promoter Scores through customer journey improvement initiatives.
Refer clients to a wide range of Knight Frank services, including Commercial and the Global Network.
Sales Administration:
Work with Operations teams to provide a high level of support to the Office Head, office team and the Elmbridge region within agreed timeframes.
Property Listings:
Create new property activity records.
Order Land Registry title checks.
Register new instructions.
Create template letters and forms.
Best Practice & Compliance:
Manage CDD processes for clients and counterparties (vendors and buyers).
Deliver and adhere to all internal and external compliance, best practice measures and procedures.
Liaise with clients to obtain necessary documents prior to marketing.
Ensure correct naming conventions are used on all property files.
Maintain and organise the G:Drive.
Ensure the office adheres to compliance procedures and achieves a strong audit pass rate.
Accounts:
Accurately generate sales invoices.
Ensure accurate records are maintained across all reports.
Reconcile figures on a monthly basis.
General Administration:
Prepare reports for weekly and monthly meetings, MBOs and ad hoc requirements.
Act as an office troubleshooter for system processes and procedures.
Carry out monthly reporting to support performance monitoring.
Mentor new Business Support team members.
Demonstrate a high level of competence across all Knight Frank systems.
Local Marketing:
Create mailers, property brochures, window cards and pitch materials.
Arrange and upload EPCs, photos and floorplans.
Update property listings.
Use internal systems to search for and download imagery.
Maintain the look and feel of the office in line with central guidelines.
Supply imagery and property information for regional publications and central marketing campaigns, working alongside the Senior Operations Coordinator where required.
Assist in meeting marketing deadlines.
Demonstrate knowledge of GDPR regulations.
Adhere to Knight Frank marketing, PR and social media guidelines.
Health, Safety & Information Security:
Demonstrate knowledge of ISO regulations and implement them within the office alongside the Senior Operations Coordinator.
Ensure clear desk and clear screen policies are followed.
Follow storage and archive protocols.
Ensure confidential files are managed appropriately.
Demonstrate knowledge of GDPR regulations.
Accurately log and record waste readings, energy consumption, fire alarms, office drills, risk assessments and contractor visits for maintenance and repairs.
Operations:
Department Accounts
Code office invoices.
Monitor management reporting.
Ensure accurate performance management records and reports are maintained.
Assist the team with expense submissions where required.
Submit Viewing Assistant and Saturday staff timesheets and expenses.
Facilities:
Manage office facilities.
Arrange contractors and maintenance works as required.
Maintain office equipment and IT hardware.
Order stationery and hardware as required.
Assist with office refurbishment or relocation projects.
Particular Aptitudes & Skills Required:
Minimum of 2 years' experience in a similar operations, administration or secretarial role.
Proficient in Microsoft Office applications.
Flexible, adaptable and collaborative approach.
Calm under pressure.
Excellent standard of written and spoken English.
Diligent and efficient.
Strong attention to detail.
Self-motivated with a proactive approach.
Strong team player.
Competitive salary
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.