Operation Coordinator - Prime Agency

Deverell Smith Recruitment Ltd; West End; Hybrid; GBP 32,000 - 39,000; Full time

Job summary

Prime Agency, based in Westminster, is seeking an experienced Operations Coordinator. The role offers hybrid working with 1 day WFH and a salary of £35,000 per year.

You will support advisors, marketing and broader operations, maintain CRM data, and drive process improvements across multiple teams. You will work with AI tools and Monday.com to streamline workflows and keep systems running smoothly.

Qualifications

• 2+ years' experience in residential real estate operations, administration, team support or business support.
• Strong experience with CRM systems, Microsoft 365 and workflow platforms such as Monday.com.
• Demonstrable experience using AI and LLMs to improve productivity or business processes.
• Excellent organisation, attention to detail and a strong focus on data accuracy.
• Excellent written and verbal communication skills and fluent English.

Responsibilities

• Act as a first point of contact for advisors on processes, systems, tools and ways of working.
• Support advisor onboarding and ensure guidance, templates and processes remain clear and up to date.
• Develop an understanding of advisor needs and priorities, using judgement to solve, support, signpost or elevate issues.
• Maintain accurate CRM data, client dashboards, internal trackers and knowledge banks.
• Identify process gaps, recurring queries and manual tasks, recommending practical improvements.
• Coordinate and triage marketing requests, ensuring priorities are clear and work is directed to the right people.
• Maintain marketing calendars, campaign trackers, deadlines and approvals.
• Coordinate activity across internal teams, agencies, freelancers and suppliers, ensuring actions are followed through.
• Support PR, communications, newsletters, reporting, asset management and marketing documentation.
• Support Monday.com and other workflow platforms and help embed effective SOPs.
• Provide administrative and operational support to lettings during busy periods and holiday cover.

Skills

CRM systems

Microsoft 365

Workflow platforms

AI and LLMs

Communication

Attention to detail

Independent working

Tools

Monday.com

Job description

Operations Coordinator - Prime Agency

Location: Westminster
Salary: £35,000
Working Pattern: 1 day WFH

Our client are looking for a highly organised, proactive and commercially aware Operations Coordinator to join a growing residential real estate business.

This is a varied, cross-departmental role supporting advisors, marketing and wider business operations. You will be a key point of contact across the business, helping teams work efficiently, keeping systems and processes running smoothly, and identifying practical ways to improve how the business operates.

The ideal candidate will be confident with technology and systems, have excellent attention to detail, and enjoy working in a fast paced environment where no two days are the same.

Key Responsibilities

Operations & Advisor Support

• Act as a first point of contact for advisors on processes, systems, tools and ways of working.

• Support advisor onboarding and ensure guidance, templates and processes remain clear and up to date.

• Develop an understanding of advisor needs and priorities, using judgement to solve, support, signpost or elevate issues.

• Maintain accurate CRM data, client dashboards, internal trackers and knowledge banks.

• Identify process gaps, recurring queries and manual tasks, recommending practical improvements.

Systems, Technology & AI

• Become a trusted internal expert on CRM and workflow systems, supporting consistent use across the business.

• Work with technology teams to communicate operational requirements and identify opportunities for improvement.

• Use AI, LLMs and automation to improve efficiency, accuracy and self-service, including creating practical prompts, templates and workflows.

• Test new tools and processes, gather feedback and support successful implementation.

Marketing & Business Coordination

• Coordinate and triage marketing requests, ensuring priorities are clear and work is directed to the right people.

• Maintain marketing calendars, campaign trackers, deadlines and approvals.

• Coordinate activity across internal teams, agencies, freelancers and suppliers, ensuring actions are followed through.

• Support PR, communications, newsletters, reporting, asset management and marketing documentation.

• Support Monday.com and other workflow platforms and help embed effective SOPs.

• Provide administrative and operational support to lettings during busy periods and holiday cover.

Office Operations

• Manage shared inboxes and first line enquiries across email, phone and WhatsApp where appropriate.

• Maintain supplier information, office resources and key operational records.

• Support general office operations and liaise with suppliers and building management when required.

• Identify opportunities to improve processes, ownership, communication and technology across the business.

About You

You will ideally have:

• 2+ years' experience in residential real estate operations, administration, team support or business support.

• Strong experience with CRM systems, Microsoft 365 and workflow platforms such as Monday.com.

• Demonstrable experience using AI and LLMs to improve productivity or business processes.

• Excellent organisation, attention to detail and a strong focus on data accuracy.

• Excellent written and verbal communication skills and fluent English.

• Strong judgement and the ability to manage competing priorities across departments.

• A proactive, solutions-focused approach and the confidence to work independently in a fast-moving environment.

• A warm, diplomatic and collaborative style, with the ability to build strong relationships across different teams.

• Discretion and integrity when handling confidential client and company information.

Desirable

• Experience supporting marketing, campaigns, communications or PR.

• Experience creating or delivering training materials.

• Experience working within a growing or changing business.

• Experience with automation, AI tools or process improvement.

The Opportunity

This is a great opportunity for someone who enjoys being at the centre of a business and thrives on variety, responsibility and problem solving. You will work across multiple teams, build strong relationships throughout the organisation and have the opportunity to make a real impact on how the business operates.

The role would suit someone who is naturally curious, enjoys technology and is always looking for a more efficient way of doing things. You will be given the opportunity to take ownership, introduce new ideas and help shape processes as the business continues to grow.