Operations Coordinator, St John's Wood

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Job description

Reference No 17843Job Title Operations Coordinator, St John's WoodType PermanentSalary Range CompetitiveDivision ResidentialSub Division London SalesDepartment Outer London Operations ()Location St Johns Wood - (London)The London Residential sales division is looking to recruit an Operations Coordinator to carry out sales administration and business operations responsibilities in the St John's Wood office, as well as providing support to the wider London office network and Operations teams.You will report into the Operations Manager(s) in London Residential sales, with day-to-day input from the St John's Wood Head of Sales.ResponsibilitiesCustomer ExperienceProvide an exceptional internal and external customer experience in every interactionAssist in answering incoming callsMaintain a tidy office and reception areaAssist Department Head with implementation of Customer Experience initiativesDrive net promotor scores through customer journey improvement initiativesRefer clients to a wide range of KF services including Commercial and the Global networkSales administrationWork with Operations teams to provide a high level of support within agreed timeframes to Department Head, office team and multiple departments to include:Property listings:Create new property activity recordsOrder land registry title checksRegister new instructionsCreate template letters and formsBest PracticeManage CDD process for clients and counterpartiesDeliver and adhere to all internal and external compliance & best practice measures and proceduresLiaise with clients to obtain necessary documents priorto marketingEnsure correct naming conventions are used on all property filesG:drive organisation and maintenanceEnsure office compliance and drive audit pass rate improvements working alongside your Compliance Senior Operations Coordinator when necessaryAccounts:Accurate generation of sales invoicesEnsure accurate records are maintained on all reportsGeneral:Prepare reports for weekly and monthly meetings, MBOs and ad hoc requirementsBe a trouble shooter with system processes and proceduresCarry out monthly reporting to assist with performance monitoringMentor new business support team membersDemonstrate high competence in all KF systems (Working Life, Hub, Global Life, Power BI, Audit centre, etc.)Local MarketingCreate mailers, property brochures, window cards and pitching materialsArrange and upload EPCs, photos and floorplansUpdate property listingsUse of internal systems to search and download imageryOversee look and feel of office in line with central guidelinesSupply imagery and property information for regional publications and central marketing campaigns working alongside your Marketing Senior Operations Coordinator when necessaryAssist with meeting marketing deadlinesDisplay knowledge of GDPR regulationsAdherence of KF marketing, PR and social media guidelinesHSE and Information SecurityDisplay knowledge of ISO regulations and implement in officeSet and implement annual sustainability targets with the assistance of your Compliance Senior Operations CoordinatorEnsure all necessary safety checks are completed and loggedEnsure all new starters are aware & sent the health and safety protocols and relevant risk assessmentAdvise teams on office/information security best practiceEnsure clear desk & clear screen policies are followedFollow storage & archive protocolsEnsure confidential files are treated correctlyLiaise & raise security incidents or weaknesses with the Security AnalystDisplay knowledge of GDPR regulationsOperationsDepartment accounts:Code office invoicesMonitor management reportingEnsure accurate performance management records and reports are maintainedAssist team with submission of expenses if requiredManage petty cashSubmit Saturday staff timesheetsFacilities:Manage office facilitiesArrange works/contractors when requiredUpkeep and maintain office equipment/IT hardwareOrder stationery and hardware as requiredAssist with office refurbishment or relocation programmesProfessional experience and personal skills profileParticular Aptitudes/Skills Required3 years+ experience in a similar operations, administration or secretarial role preferredProficient with Microsoft office packagesFlexibility, adaptability and a co-operative attitudeCalm under pressureExcellent standard of English grammar and spellingDiligent and efficientStrong attention to detailSelf-motivatedTeam player