Operations Coordinator | Project Management

Supporting the Head of Project Management and wider team, you'll play a key role in coordinating team operations, driving efficiencies and providing high-level stakeholder support. This is a varied position combining executive support, business coordination, financial administration, process improvement and project coordination within a fast-paced professional services environment.

Responsibilities:

Executive & Stakeholder Support

• Providing proactive diary and inbox management for senior stakeholders.
• Coordinating internal and external meetings, conference calls, client engagements and team activities.
• Preparing presentations, reports, meeting packs and client-facing documentation.
• Organising UK business travel and logistics.
• Managing meeting actions, correspondence and administrative documentation.
• Supporting the Head of Project Management and wider leadership team with day-to-day operational requirements.

Business Coordination

• Acting as an ambassador for the Project Management team.
• Coordinating business planning activities and supporting wider operational objectives.
• Managing financial administration, including client invoicing, expense coordination, supplier invoices and referral tracking.
• Supporting WIP reconciliation and billed/unbilled debtor coordination.
• Building strong relationships with clients, stakeholders and colleagues across the business.

Team Coordination

• Coordinating team meetings, recording actions and ensuring follow-up.
• Supporting onboarding, inductions, leavers and intern/work experience programmes.
• Maintaining training records, CPD logs, absence records and performance review processes.
• Coordinating team schedules, conferences, away days and business activities.
• Liaising with IT teams to support system access, upgrades and data accuracy.
• Identifying opportunities to improve team processes and operational efficiency.

Process, Compliance & Operations

• Supporting operational processes to ensure a streamlined and efficient service.
• Coordinating compliance, audit and information security activities.
• Maintaining accurate client and team records across Knight Frank systems.
• Supporting facilities coordination and business continuity requirements where required.
• Acting as a key point of contact for governance, risk and best practice initiatives.

Marketing, Projects & Events

• Coordinating marketing materials, presentations and capability statements.
• Supporting business development activity, pitches and client proposals.
• Managing internal and external events from planning through to delivery.
• Producing invitations, managing attendee lists and coordinating event logistics.
• Liaising with marketing teams to support communications and social media activity.

About You:

We're looking for someone who enjoys taking ownership, working closely with senior stakeholders and driving operational excellence within a busy team environment.

Essential Skills & Experience

• 5+ years' experience in an Operations Coordinator, Team Coordinator, Business Support, Executive Assistant or similar role.
• Excellent organisational and coordination skills.
• Strong communication and stakeholder management abilities.
• High attention to detail, particularly when working with financial information.
• Advanced Microsoft Office skills including Word, Excel and PowerPoint.
• Experience managing multiple priorities in a fast-paced environment.
• Proactive, solutions-focused and comfortable working independently.

Desirable

• Experience within property, real estate, consultancy or professional services environments.
• Exposure to financial administration, compliance, governance or process improvement activities.

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.