Operations Coordinator | South East Land & New Homes | Part-Time

Sales Administration

• Work with Operations teams to provide a high level of support within agreed timeframes to the Department Head, office team and multiple departments.
• Create and manage new contacts, property records and instructions on the in-house CRM system for all team members.
• Order Land Registry title checks and plans.
• Prepare and manage reservation forms, terms of business, conflict of interest documentation and marketing declarations via DocuSign.
• Conduct best practice and client due diligence checks for buyers and sellers.
• Manage the due diligence process and work closely with the in-house Best Practice and Client Due Diligence team.
• Ensure compliance with all internal and external best practice measures, procedures and regulatory requirements.
• Lead and maintain high standards of compliance across data quality, systems, financial processes and audits.
• Liaise with clients to obtain necessary documentation.
• Ensure office compliance and drive audit pass rate improvements.
• Maintain internal digital filing systems and organisation.
• Keep G-Drive up to date and communicate changes to wider teams.
• Maintain EFCs for all instructions.
• Report weekly figures and footfall.
• Maintain and update price lists and distribute them to relevant Knight Frank offices.
• Support the Department Head by compiling and inputting development data into pricing exercise templates.
• Organise business generation events, meetings and lunches.

Finance

• Accurately generate sales invoices and credit notes.
• Manage bad debts, work in progress reports and monthly fee reconciliations.
• Apply proactive commercial awareness to office finances and variances.
• Code contractor and office facilities invoices.
• Monitor management reporting.
• Assist with the submission of expenses when required.
• Collate and submit commission payments for the sales team.
• Coordinate sales team commission submissions.

HSE, Facilities & Information Security

• Maintain office equipment, appearance and IT hardware.
• Order stationery and hardware as required.
• Advise teams on office information security best practice.
• Ensure clear desk and clear screen policies are followed.
• Follow storage and archive protocols.
• Ensure confidential files are handled correctly.
• Liaise with and raise security incidents or weaknesses with the Data Protection Officer.
• Adhere to GDPR, data protection and IT security regulations.
• Log accidents and report them via the relevant third-party platform.

Operations

• Act as a trouble-shooter for systems, processes and procedures.
• Provide feedback to relevant stakeholders on the performance of systems and processes.
• Collaborate with the wider business support community to support offices as required.
• Assist with the implementation of new digital projects.
• Lead and coordinate the rollout of new initiatives.
• Produce monthly reporting to support performance monitoring.
• Mentor, train and support new team members through the onboarding process.
• Demonstrate strong competency across Knight Frank systems, including Working Life, Hub, Global Life, Power BI and Audit Centre.
• Ensure accurate performance, holiday and absence records are maintained.
• Manage team diaries as required.

Local Marketing

• Create marketing collateral, including property brochures, window cards, advertising mailers and pitching materials.
• Produce sales support materials, appointment schedules and briefing documents for open house and launch events.
• Organise EPCs, photography and floorplans with external suppliers.
• Manage and update relevant social media channels.
• Liaise and collaborate with the Regional Marketing and Senior Operations Coordinator.
• Update property listings across internal and external property portals.
• Ensure adherence to marketing guidelines and regulations.
• Supply imagery and property information for regional publications, central marketing campaigns and PR activity.
• Become proficient in internal systems used to produce, search and download imagery.
• Maintain the appearance of the office in line with central brand guidelines.
• Meet all marketing deadlines.
• Create and distribute email marketing campaigns (EDMs) and monitor campaign performance.

Essential Skills & Experience

• 2+ years' experience in a similar operations, administration or secretarial role preferred.
• Proficient in Microsoft Office applications.
• Excellent standard of written and spoken English, with strong grammar and spelling.
• Strong attention to detail.
• Diligent and efficient.

Personal Attributes

• Flexible, adaptable and collaborative approach.
• Calm under pressure.
• Self-motivated and proactive.
• Strong 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.