Company Overview
At Knight Frank, we build long-term relationships, which allow us to provide personalised, clear and considered advice on all areas of property, in all key markets. We believe personal interaction is a crucial part of ensuring every client is matched to the property that suits their needs best – be it commercial or residential. Operating in locations where our clients need us to be, we provide a worldwide service that’s locally expert and globally connected. Inspired teams naturally provide excellent and dedicated client service. Therefore, we’ve created a workplace where opinions are respected, where everyone is invited to contribute to the success of our business and where they’re rewarded for excellence. The result is that our people are more motivated, ensuring your experience with us is the best that it can be. At Knight Frank, we value our vibrant online community and appreciate your active participation on our social channels. We strive to maintain a safe, respectful, and inclusive environment for all users. Please adhere to the following guidelines to ensure a positive experience for everyone: – We encourage and welcome your comments and feedback, however, they should be shared in a constructive, respectful manner. – We reserve the right to reject or remove comments that are not in keeping with our policy and to block or ban users/followers who violate this policy. – Please treat each other with courtesy and respect. Hate speech, discrimination, or offensive content of any kind will not be tolerated. Our moderators reserve the right to remove any content and any user who violates these guidelines that are intended to maintain a welcoming and respectful community.
About the job
Overview:
We are currently seeking a detail-oriented and organised Team Secretary to provide comprehensive support to our team. You will play a key role in ensuring smooth day-to-day operations by handling various administrative tasks and supporting our staff members.
Responsibilities:
- Support team members with MS Word, PowerPoint and Excel based tasks.
- Make travel arrangements for team members such as booking flights, cars, and hotel reservations.
- Organize and maintain documents, records, and files (including emails, reports, letters, schedules, forms and tender documents) in paper and/or electronic format, ensuring accuracy and easy retrieval. Ensure all documents have a file path for reference.
- Prepare and draft letters, reports, agendas, and papers for meetings.
- Inputs and updates information in databases and spreadsheets.
- Assist in data entry, generating reports, and compiling information as required by the team.
- Assist in drafting and collating pitching material.
- Ensure reports and outputs are in line with formatting standards.
- Maintain office efficiency by organizing and implementing administrative systems, procedures, and policies.
- Control and maintenance of team diaries, making appointments and arrangements for all meetings and inspections with clients, developers, agents, owners and colleagues.
- Prepare precise targeted e-marketing emails.
- Liaise with internal and external accounts departments as required for raising of invoices, travel and expense reporting and other items. Ensure files adhere to audit regulations.
- Arrange and execute post and courier services.
- Answer phone calls, respond to emails, and handle correspondence on behalf of the team.
- Handle computer/database (KF Database, Contacts Register, Hub, Sa;es Force).
- Maintain correct contact information on People Search for the department.
- Other tasks as required.
Skills and Qualifications:
- Ideally, 3 to 5 years of proven experience as an Administrative Assistant, Secretary, or similar role.
- Software: Advanced Microsoft Office skills (Excel, PowerPoint and Outlook)
- Excellent interpersonal and communications skills.
- Professional, pleasant and confident manner in making and receiving phone calls.
- Strong organizational and problem-solving abilities.
- Ability to take initiative and work proactively.
- Ability to work through periods of high workload.
- Ability to maintain and improve filing systems.
- Attention to detail and a high level of accuracy.
- Ability to maintain confidentiality and handle sensitive information.
- Strong team player with the ability to build relationships.
- Flexibility, adaptability, and a co-operative attitude.
- Understanding of regional business culture and regulations.
- Language skills: Fluency in English, written and verbal.
How to Apply:
APPLY