Operations Coordinator | Wapping

Knight Frank is looking to recruit an Operations Coordinator to join our Wapping Letting team.

What you will be responsible for:

Customer Experience

Provide an exceptional internal and external customer experience in every interaction

Assist in answering incoming and outbound calls and welcoming clients, taking accurate information

Maintain a tidy office and reception area

Assist Department Head with implementation of Customer Experience initiatives

Help drive net promotor scores through customer journey improvement initiatives

Refer clients to a wide range of KF services including Commercial and the Global network

Lettings Administration

Work with Operations teams to help provide a level of support within agreed timeframes to Department Head, office team and other departments

Create and manage new property records and instructions on our inhouse system

Ensure HUB records are accurate and maintained

Order land registry title checks and confirm correct ownership

Create template letters and forms (Inc. marketing recommendation reports, terms and conditions etc.)

Liaise with clients to obtain necessary documents

Organise and upload EPCs, photos and floorplans (with external suppliers)

Distribute portal enquiries and assist with relocation corporate searches if required

Assist with preparing reports for weekly, monthly and ad hoc meetings

Terminate tenancies when instructed

Best Practice

Assisting with KYC/CDD process for clients and counterparties

Display knowledge and ensure compliance of best practice

Ensure correct naming conventions and accurate notes are used on all property files

Completing monthly reporting (EPC, R2R reports)

Ensure the correct procedure is followed when handling keys

Finance

Coding of contractor invoices in Working Life

Process Joint Agency invoices with accounts

Display an understanding of accounts systems and processes (statements, ledgers and charges)

Monitor reporting on Power Bi

HSE, Facilities and Information Security

Ensure clear desks and clear screen policies are followed

Follow storage and archive protocols

Ensure confidential files are treated correctly

Liaise and raise security incidents or weakness with the Data Protection team

Adhere to GDPR, data and IT security regulations

Monitor and keep an accurate record of key storage within office

Manage and ensure all necessary safety checks are completed and logged on a weekly, monthly and annually basis via a third-party platform

Arrange works/contractors when required

Order stationery and hardware as required

Assist with office refurbishment or relocation programmes

Display knowledge of ISO regulations and implement in office

Ensure all new starters are aware and sent the Health & Safety protocols and relevant risk assessments are completed/logged

Set and implement annual sustainability targets with the assistance of the Health and Safety team

Operations

Be a trouble shooter with system processes and procedures

Collaborate with wider teams to support offices as and when required

Support with new starter and team training

Contribute to the roll out of new initiatives and projects

Demonstrate 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 office

Local Marketing

Create or review property descriptions for new and existing properties prior to launch

Monitor and update property listings

Manage any unsubscribe requests in HUB and marketing platforms

Assist with the organisation of local offices/ sponsorship events

Supply imagery and property information for publications, marketing campaigns and PR

Create marketing collateral including property brochures, window cards, advertising mailers and pitching materials

Adhere to marketing guidelines, regulations and deadlines

What experience and skills you will need:

3 years+ in a similar operations, administration or secretarial role preferred

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 and team player

Find out more about our team here:

https://www.knightfrank.co.uk/offices/wapping-estate-agents

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.