Business Support Coordinator

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 a Business Support Coordinator to join their Head Office in Baker Street.

Role:

The London Tenant Representation and Flexible Office Solutions (FOS) team are seeking an individual who can provide an effective and efficient administrative support service to the London Tenant Representation & FOS Team, ensuring the smooth running of a busy department.

Responsibilities:

Stakeholder Support

• Providing administrative support to the London Tenant Representation & FOS Team, as well as support to the Head of department in EA’s absence.

Business Support

• Acting as an Ambassador for the team
• Maintain collaborative relationships with clients, managers and employees
• Team Financial Support; where appropriate:
• WIP sheet reconciliation / billed and unbilled debtor support
• Concise and regular coordination of client invoices, ensuring quarterly deadlines are met.
• Monthly travel sign off, signing off costs, database subscriptions, supplier invoice processing
• Expense claim support for the Partners.
• Referral support

Team Support

• Team meetings; attend team WIP meetings, minute taking and ensuring actions are followed up
• Training; helping to ensure all their team(s) mandatory training is up to date.
• Compose and/or prepare correspondence; audio/copy typing, letters, schedules, design documents, newsletters
• Answer organisational mail, email, correspondence and requests for information
• Maintain teams schedule through diary support, organisation of internal / external meetings booking meeting rooms and conference calls
• Corporate travel arrangements; organising team meetings and conferences, strategy away days, etc.  Producing relevant ‘packs’ for all attendees
• IT liaison to help troubleshoot system errors for team
• Work collaboratively providing assistance to other business support members, as and when required, adding value to the overall efficiency of the London Tenant Representation & FOS Team, and wider London Offices departments.
• Working with the London Tenant Representation & FOS Team and wider London Offices business support network to ensure best practices are shared, communication is continued and helping other teams when there are pressure points
• New Starter Induction; working with the Operations Executive / Operations Manager to help support the process of new starters (induction) / leavers for your team
• Onboarding; working with the Operations Executive / Operations Manager to support onboarding of all new starters in your team
• Appraisals, where appropriate; support for their team and six monthly 1:1’s.
• CPD records; recording the teams RICS CPD hours.

Processes & Efficiency Support

• Best Practice/Risk; experts; RISK / Audit and Compliance / CDD support and regular liaison with the Best Practice team / CDD team.  To be the font of all knowledge, adhere to guidelines / Job set up and/or update and closure of electronic filing systems, records and reports for team to ensure all property files are complete to pass audits
• Information Security Champion; to be an expert on the information security policy and procedures and a main point of contact for your team in terms of reporting and escalating issues and/or incidents therefore monitoring best practice.
• hub support; adding inspections on HUB, plus adding new instructions when needed. 
• Update and maintain correct contact information on KF platforms for the team
• Maintain team’s storage/retrieval systems

Programme & Project Support                                                       

• MCC (Marketing Communications Coordinator) programme. Marketing Coordinator for team. Ensuring you are up to date on all tools / brand guidelines / and liaising with marketing regarding all collateral needs for the team, i.e. producing event invites, capability statements, track records, research documents and all other relevant marketing materials.  Social Media management i.e. LinkedIn, Yammer etc.
• Corporate CRM Programme / Business Development support; for the team.   Creation of pitches with in- house creative and business development teams, liaison with internal or external printers to ensure a smooth process.  Working closely with BD to support team pitches. 
• As appropriate, in your role as a Client Relationship Support (CRS) you will assist the Client Relationship Partner (CRP), Assistant CRP, Client Relationship Executive (CRE) and Graduate Assistant with a set of core tasks related to the firms most important clients. 
• Event Support; event organisation and attendance for specific team / department events
• KFX; contribution/idea generation

Key Experience and Skills Required:

• 3+ year experience in a similar operations or administrative role
• Proficient using Microsoft Office

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.