PA/Office Manager

PA/Office Manager
Location: Beaconsfield,
Permanent



My clients are a leading property firm and are looking to recruit an Operations Coordinator for their Beaconsfield office, with the following responsibilities:



Customer Experience

Provide an exceptional internal and external customer experience in every interaction
Assist in answering incoming calls and website enquiries
Assist with arranging and organising property visits
Maintain a tidy office and reception area
Assist Office Head with implementation of Customer Experience initiatives
Drive net promotor scores through customer journey improvement initiatives
Refer clients to a wide range of KF services including Commercial and the Global network


Sales Administration

Work with Operations teams to provide a high level of support within agreed timeframes to Office Head, office team and multiple departments to include:
Property listings:
Create new property activity records
Order land registry title checks
Register new instructions
Create template letters and forms
Best Practice
Manage Client Due Diligence process for clients and counterparties
Deliver and adhere to all internal and external compliance & best practise measures and procedures
Liaise with clients to obtain necessary documents prior
to marketing
Ensure correct naming conventions are used on all property files
G:drive organisation and maintenance
Ensure office compliance and drive audit pass rate improvements working alongside your Compliance Senior Operations Coordinator when necessary
Accounts:
Accurate generation of sales invoices
Ensure accurate records are maintained on all reports
General:
Prepare reports for weekly and monthly meetings, MBOs and ad hoc requirements
Be a trouble shooter with system processes and procedures
Carry out monthly reporting to assist with performance monitoring
Mentor new business support team members
Demonstrate high competence in all KF systems (Working Life, Hub, Global Life, Power BI, Audit centre, etc.)


Local Marketing

Create mailers, property brochures, window cards and pitching materials
Arrange and upload EPCs, photos and floorplans
Update property listings
Use of internal systems to search and download imagery
Oversee look and feel of office in line with central guidelines
Supply imagery and property information for regional publications and central marketing campaigns working alongside your Marketing Senior Operations Coordinator when necessary
Assist with meeting marketing deadlines
Display knowledge of GDPR regulations
Adherence of KF marketing, PR and social media guidelines


HSE and Information Security

Display knowledge of ISO regulations and implement in office
Set and implement annual sustainability targets with the assistance of your Compliance Senior Operations Coordinator
Ensure all necessary safety checks are completed and logged
Ensure all new starters are aware & sent the health and safety protocols and relevant risk assessment
Advise teams on office/information security best practice
Ensure clear desk & clear screen policies are followed
Follow storage & archive protocols
Ensure confidential files are treated correctly
Liaise & raise security incidents or weaknesses with the Security Analyst
Display knowledge of GDPR regulations


Operations

Department accounts:
Code office invoices
Monitor management reporting
Ensure accurate performance management records and reports are maintained
Assist team with submission of expenses if required
Submit Saturday staff timesheets
Facilities:
Manage office facilities
Arrange works/contractors when required
Upkeep and maintain office equipment/IT hardware
Order stationery and hardware as required
Assist with office refurbishment or relocation programmes


Professional Experience and Personal Skills Profile



Particular Aptitudes/Skills Required

2 years+ experience 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
Team player