Operations Manager - Prime Residential

Overview

Knight Frank (KF) is in the midst of dynamic growth and a transformation phase within its MENA Residential business. Working as Operations Manager, you will implement the strategic plans of the team and support agency colleagues to achieve results. You will be solutions oriented, able to adapt quickly to various challenges and able to prioritize based your responsibilities based on the situation. You will be accustomed to working in a fast-paced environment, ideally from a real estate background with experience in transactions. Excellent communication skills are required.

Responsibilities

Prime Residential

• Full control and maintenance of diaries, making appointments and arrangements for all meetings with clients and colleagues.
• Responsibility for the logistics of lead allocation, monitoring and management.
• Email management.
• Deal with clients visiting the office in a polite, helpful and confident manner.
• Full and accurate minute taking in meetings.
• General office administration duties for the team including typing of correspondence, emails, reports, letters, minutes, schedules, forms, tender documents and other documents as required.
• Prepare reports, agendas and papers for meetings.
• Preparation and updating of sales leader tables/boards.
• Working closely with the central Finance team to align on key metrics around sales completion and commissions.
• Support team members with Salesforce, MS Word, PowerPoint and Excel based tasks.
• Assist in drafting and collating pitching material and other documents as required.
• Ensuring all paper and electronic filing is carried out on a regular basis to maintain an up-to-date filing system. Ensure all documents have a file path for reference.
• Coordinate and prepare weekly and monthly agendas for meetings.
• Corporate travel arrangements and bookings, including organizing corresponding visas where required.
• Maintain/update database contacts register and excel master file.
• Handle computer/database (KF Database, Contacts Register / Hub).
• Maintain correct contact information on People Search for the department.
• Prepare exact target e-marketing emails.
• Coordinating all incoming and outgoing mail.
• Arrange and execute special post/courier services.
• Ensure reports are prepared in line with KF formatting standards.
• Work with of a team comprising two marketeers.
• Co-ordinate between Prime Residential marketing and regional Marcomms team to enable better use of websites and social medial.
• Client databases and segmentation co-ordination.
• Ensure all third-party portals are up to date with listings.
• Maintain quality of photography and videography.
• Ensure KF policies relating to brand and social media are adhered to.
• Ensure adherence to real estate advertising and marketing legislation.
• Develop KPIs linked to the above.

Skills and Qualifications

• 3 - 5 years+ experience in a similar operations, administration or secretarial role preferred.
• Strong problem-solving skills and the ability to work independently and as part of a team.
• Ability to effectively communicate complex data insights to stakeholders in a clear and concise manner.
• Pro-active and self-motivated with a passion for leveraging data to uncover opportunities and optimize financial performance.
• Proficient with Microsoft office packages
• Flexibility, adaptability, and a co-operative attitude
• Calm under pressure.
• Fluency in English, both written and verbal. Attention to detail with a high standard of written English grammar and spelling. Arabic language skills would be looked upon favourably.
• Excellent oral communication/presentation skills and hands-on problem-solving skills
• Diligent and efficient, with excellent time and diary management skills.
• Excellent inter-personal skills, with the ability to persuade and ‘sell-in’ (using a range of training methods) the vision of getting the business to make better use of technology. However, a solid grounding and grasp of technical concepts will also be required.
• High level of drive and motivated to go the extra mile to deliver key messages.
• Aptitude to quickly become familiar with Knight Frank procedures and best practices and ensure all training.
• Experience with, and the ability to operate in and train others in, systems such as CRM systems (Salesforce), MS Teams and Excel.
• Ability to lead workshops with end-users and explain technical concepts to non-technical users.
• Ability to produce supporting training materials when required, sometimes at short notice.
• Ability to effectively prioritize and execute tasks in a high-pressure environment.