deverellsmith
Operation Coordinator - Prime Agency
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Operations Coordinator - Prime Agency
Location: Westminster
Salary: £35,000
Working Pattern: 1 day WFH
Our client is looking for a highly organised, proactive, and commercially aware Operations Coordinator to join a growing residential real estate business.
This is a varied, cross-departmental role supporting advisors, marketing, and wider business operations. You will be a key point of contact across the business, helping teams work efficiently, keeping systems and processes running smoothly, and identifying practical ways to improve how the business operates.
The ideal candidate will be confident with technology and systems, have excellent attention to detail, and enjoy working in a fast-paced environment where no two days are the same.
Key Responsibilities
Operations & Advisor Support
- Act as a first point of contact for advisors on processes, systems, tools, and ways of working.
- Support advisor onboarding and ensure guidance, templates, and processes remain clear and up to date.
- Develop an understanding of advisor needs and priorities, using judgement to solve, support, signpost, or escalate issues.
- Maintain accurate CRM data, client dashboards, internal trackers, and knowledge banks.
- Identify process gaps, recurring queries, and manual tasks, recommending practical improvements.
Systems, Technology & AI
- Become a trusted internal expert on CRM and workflow systems, supporting consistent use across the business.
- Work with technology teams to communicate operational requirements and identify opportunities for improvement.
- Use AI, LLMs, and automation to improve efficiency, accuracy, and self-service, including creating practical prompts, templates, and workflows.
- Test new tools and processes, gather feedback, and support successful implementation.
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Marketing & Business Coordination
- Coordinate and triage marketing requests, ensuring priorities are clear and work is directed to the right people.
- Maintain marketing calendars, campaign trackers, deadlines, and approvals.
- Coordinate activity across internal teams, agencies, freelancers, and suppliers, ensuring actions are followed through.
- Support PR, communications, newsletters, reporting, asset management, and marketing documentation.
- Support Monday.com and other workflow platforms and help embed effective SOPs.
- Provide administrative and operational support to lettings during busy periods and holiday cover.
Office Operations
- Manage shared inboxes and first line enquiries across email, phone, and WhatsApp where appropriate.
- Maintain supplier information, office resources, and key operational records.
- Support general office operations and liaise with suppliers and building management when required.
- Identify opportunities to improve processes, ownership, communication, and technology across the business.
About You
You will ideally have:
- 2+ years' experience in residential real estate operations, administration, team support, or business support.
- Strong experience with CRM systems, Microsoft 365, and workflow platforms such as Monday.com.
- Demonstrable experience using AI and LLMs to improve productivity or business processes.
- Excellent organisation, attention to detail, and a strong focus on data accuracy.
- Excellent written and verbal communication skills and fluent English.
- Strong judgement and the ability to manage competing priorities across departments.
- A proactive, solutions-focused approach and the confidence to work independently in a fast-moving environment.
- A warm, diplomatic, and collaborative style, with the ability to build strong relationships across different teams.
- Discretion and integrity when handling confidential client and company information.
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Desirable
- Experience supporting marketing, campaigns, communications, or PR.
- Experience creating or delivering training materials.
- Experience working within a growing or changing business.
- Experience with automation, AI tools, or process improvement.
The Opportunity
This is a great opportunity for someone who enjoys being at the centre of a business and thrives on variety, responsibility, and problem-solving. You will work across multiple teams, build strong relationships throughout the organisation, and have the opportunity to make a real impact on how the business operates.
The role would suit someone who is naturally curious, enjoys technology, and is always looking for a more efficient way of doing things. You will be given the opportunity to take ownership, introduce new ideas, and help shape processes as the business continues to grow.
If you are organised, resourceful, and enjoy making things happen, we would love to hear from you. Please send your CV.
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