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
What the role will entail-
The Operations Coordinator will be accountable for ensuring the team operations are working an efficient. This role requires someone who can work independently while also collaborating effectively with the team to ensure client satisfaction and retention.What you will be responsible for:Customer Experience
Provide an exceptional internal and external customer experience in every interaction
Assist in answering incoming and outbound calls and welcoming clients, taking accurate information
Maintain a tidy office and reception area
Assist Department Head with implementation of Customer Experience initiatives
Help drive net promotor scores through customer journey improvement initiatives
Refer clients to a wide range of KF services including Commercial and the Global network
Lettings Administration
Work with Operations teams to help provide a level of support within agreed timeframes to Department Head, office team and other departments
Create and manage new property records and instructions on our inhouse system
Ensure HUB records are accurate and maintained
Order land registry title checks and confirm correct ownership
Create template letters and forms (Inc. marketing recommendation reports, terms and conditions etc.)
Liaise with clients to obtain necessary documents
Organise and upload EPCs, photos and floorplans (with external suppliers)
Distribute portal enquiries and assist with relocation corporate searches if required
Assist with preparing reports for weekly, monthly and ad hoc meetings
Terminate tenancies when instructed
Best Practice
Assisting with KYC/CDD process for clients and counterparties
Display knowledge and ensure compliance of best practice
Ensure correct naming conventions and accurate notes are used on all property files
Completing monthly reporting (EPC, R2R reports)
Ensure the correct procedure is followed when handling keys
Finance
Coding of contractor invoices in Working Life
Process Joint Agency invoices with accounts
Display an understanding of accounts systems and processes (statements, ledgers and charges)
Monitor reporting on Power Bi
HSE, Facilities and Information Security
Ensure clear desks and clear screen policies are followed
Follow storage and archive protocols
Ensure confidential files are treated correctly
Liaise and raise security incidents or weakness with the Data Protection team
Adhere to GDPR, data and IT security regulations
Monitor and keep an accurate record of key storage within office
Manage and ensure all necessary safety checks are completed and logged on a weekly, monthly and annually basis via a third-party platform
Arrange works/contractors when required
Order stationery and hardware as required
Assist with office refurbishment or relocation programmes
Display knowledge of ISO regulations and implement in office
Ensure all new starters are aware and sent the Health & Safety protocols and relevant risk assessments are completed/logged
Set and implement annual sustainability targets with the assistance of the Health and Safety team
Operations
Be a trouble shooter with system processes and procedures
Collaborate with wider teams to support offices as and when required
Support with new starter and team training
Contribute to the roll out of new initiatives and projects
Demonstrate high competence in all KF systems (working life, HUB, QUBE, Global life, NorthRow)
Help train and support the onboarding process for new teams members within office
Local Marketing
Create or review property descriptions for new and existing properties prior to launch
Monitor and update property listings
Manage any unsubscribe requests in HUB and marketing platforms
Assist with the organisation of local offices/ sponsorship events
Supply imagery and property information for publications, marketing campaigns and PR
Create marketing collateral including property brochures, window cards, advertising mailers and pitching materials
Adhere to marketing guidelines, regulations and deadlines
3 years+ 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 and 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.
Top Skills
Knight Frank London, England Office
55 Baker Street, London, United Kingdom, W1U 8AN
