Operations Coordinator - Cirencester

Knight Frank are looking to hire an Operations Coordinator to support the Sales Team in their Cirencester Office. There is an expectation to work Saturdays as part of a rota with the rest of the team.

Responsibilities

Client Support

• Assist in answering incoming calls and registering applicants

• Create new property activity records and merging tenancies on the system

• Assisting with management takeovers including data entry, issuing relevant paperwork to tenants and liaising with accounts teams.

• Co-ordinate monthly and quarterly client reports and assist the team in preparing these.

• Organise team efforts to chase bad debt on a monthly basis

• Generate proforma invoices for intro only lets

• Ensure compliance of KYC/CDD process for clients and counterparties (including land registry checks and Northrow reports)

Team

• Liaise with HR, facilities and IT for new starter setup

• Digital dictation

• Co-ordinate the schedule on-boarding meetings during a new joiner’s first 30 days including all standard sessions, such as IT training and the firm’s Introductory Briefing

• Welcome all new joiners on their first day and provide them with the team induction

• Liaise with the Health & Safety Manager to maintain the office disaster recovery plan including the primary and secondary methods of contacting the whole team in the event of an incident.

• Fire marshal- training provided

• Team social lead (arranging birthday cards/ team socials)

• Prepare monthly meeting agendas, MBOs and ad hoc requirements

• Diary management including but not limited to travel bookings

• F:drive organisation and maintenance

• Order stationery and hardware as required

• Overflow team administration where needed

Marketing

• Preparation of pitching documents- gathering, collating and formatting

• Create mailers, property brochures, window cards and pitching materials using Drag and Drop

• Working with the department to create marketing material for business generation (to include property management services/ ILM service offering)

• Arrange and upload EPCs, photos and floorplans

HSE and Information Security

• Ensure clear desk & clear screen policies are followed

• Follow storage & archive protocols

• General Data Protection Regulation (GDPR) and Information Security champion

Particular Aptitudes/Skills Required

• 1 years+ experience in a similar operations, administration or secretarial role desirable but not essential

• 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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