Operations Coordinator | South Kensington Lettings

Who are weFounded 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 RoleKnight Frank is looking to recruit an Operations Coordinator to join our South Kensington Lettings Team.Responsibilities:Customer Experience Provide an exceptional internal and external customer experience in every interactionAssist in answering incoming and outbound calls and welcoming clients, taking accurate informationMaintain a tidy office and reception areaAssist Department Head with implementation of Customer Experience initiatives Help drive net promotor scores through customer journey improvement initiativesRefer clients to a wide range of KF services including Commercial and the Global networkLettings AdministrationWork with Operations teams to help provide a level of support within agreed timeframes to Department Head, office team and other departmentsCreate and manage new property records and instructions on our inhouse systemEnsure HUB records are accurate and maintained Order land registry title checks and confirm correct ownershipCreate template letters and forms (Inc. marketing recommendation reports, terms and conditions etc.)Liaise with clients to obtain necessary documentsOrganise and upload EPCs, photos and floorplans (with external suppliers)Distribute portal enquiries and assist with relocation corporate searches if requiredAssist with preparing reports for weekly, monthly and ad hoc meetingsTerminate tenancies when instructedBest PracticeAssisting with KYC/CDD process for clients and counterpartiesDisplay knowledge and ensure compliance of best practiceEnsure correct naming conventions and accurate notes are used on all property filesCompleting monthly reporting (EPC, R2R reports)Ensure the correct procedure is followed when handling keysFinanceCoding of contractor invoices in Working LifeProcess Joint Agency invoices with accountsDisplay an understanding of accounts systems and processes (statements, ledgers and charges)Monitor reporting on Power BiHSE, Facilities and Information SecurityEnsure clear desks and clear screen policies are followedFollow storage and archive protocolsEnsure confidential files are treated correctlyLiaise and raise security incidents or weakness with the Data Protection teamAdhere to GDPR, data and IT security regulationsMonitor and keep an accurate record of key storage within officeManage and ensure all necessary safety checks are completed and logged on a weekly, monthly and annually basis via a third-party platformArrange works/contractors when requiredOrder stationery and hardware as requiredAssist with office refurbishment or relocation programmesDisplay knowledge of ISO regulations and implement in officeEnsure all new starters are aware and sent the Health & Safety protocols and relevant risk assessments are completed/loggedSet and implement annual sustainability targets with the assistance of the Health and Safety teamOperations Be a trouble shooter with system processes and proceduresCollaborate with wider teams to support offices as and when requiredSupport with new starter and team trainingContribute to the roll out of new initiatives and projectsDemonstrate 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 officeLocal MarketingCreate or review property descriptions for new and existing properties prior to launchMonitor and update property listingsManage any unsubscribe requests in HUB and marketing platformsAssist with the organisation of local offices/ sponsorship eventsSupply imagery and property information for publications, marketing campaigns and PRCreate marketing collateral including property brochures, window cards, advertising mailers and pitching materialsAdhere to marketing guidelines, regulations and deadlines Professional experience and personal skills profile :3 years+ in a similar operations, administration or secretarial role preferredProficient with Microsoft office packagesFlexibility, adaptability and a co-operative attitude Calm under pressure Excellent standard of English grammar and spellingDiligent and efficientStrong attention to detailSelf-motivated and team playerFind out more about our South Kensington team here: Competitive salaryPlease 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.SummaryLocation: UK - London - 160 Old Brompton RoadType: Full time