Business Support Coordinator | Cobham – Part-Time

About the Role

Knight Frank is seeking a Business Support Coordinator to be based in our Cobham office, supporting our Elmbridge network (Esher, Cobham, and Weybridge). This part‑time position (3 days per week) is offered on a 12‑month fixed‑term contract.

Responsibilities

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
• Manage and coordinate external enquiries and office inboxes to arrange property visits
• Maintain a tidy office and reception area
• Assist Department 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 Department Head, office team and multiple departments
• Create and manage new contacts, property records and instructions on our inhouse CRM system for all team members
• Order land registry title checks and plans
• Create template letters and forms
• Best Practice and client due diligence on buyers and sellers
• Manage our due diligence process and work with our inhouse best practice and client due diligence team
• Deliver, update to adhere to all internal and external compliance & best practice measures and procedures
• Implement and lead high standards of compliance across data quality, systems, financials processes and audits and working with relevant stakeholders to support best practice
• Liaise with clients to obtain necessary documents
• Ensure office compliance and drive audit pass rates improvements
• Internal digital file organisation and maintenance is upheld

Finance

• Accurate generation of sales invoices and credit notes
• Coding of contractor and office facility invoices
• Assist team with submission of expenses if required
• Adhoc support to submit Saturday staff or Viewing assistants timesheets and expenses

HSE, Facilities and Information Security

• Display knowledge of ISO regulations and implement in office
• 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 Data Protection Officer
• Adhere to GDPR, data and IT security regulations
• Log any accidents and report via third party platform

Operations

• Be a trouble shooter with system processes and procedures
• Feedback to relevant stakeholders on performance of systems and processes
• Collaborate with wider business support community to support offices as and when required
• Implementation of new digital projects
• Contribute to the roll out of new initiatives
• Demonstrate high competence in all KF systems (Working Life, Hub, Global Life, Power BI, Audit centre, etc.)
• Manage team diaries accordingly

Local Marketing

• Create marketing collateral including property brochures, window cards, advertising mailers and pitching materials
• Organise EPCs, photos and floorplans with external suppliers
• Manage and update relevant social media channels
• Liaising and collaborate with regional marketing Senior operations coordinator
• Update property listings on internal and external property portals
• Adhere to marketing guidelines and regulations
• Supply imagery and property information for regional publications, central marketing campaigns and PR
• Master the use of internal systems to produce, search and download imagery
• Oversee look and feel of office in line with central guidelines
• Comply with marketing deadlines

Professional Experience and Personal Skills Profile

• 2 years+ (not essential) 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 detailSelf‑motivated
• Team player

Contract Information

Contract Type: Maternity Cover (12‑month Fixed Term Contract)

Working Pattern: Part‑time (Monday – Wednesday)

Hours: 9:00am – 5:30pm

Competitive salary

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