Partner Offices Coordinator

Quintessentially; Greater London; On-site; GBP 32,000 - 42,000; Full time

Benefits offered by this job

Competitive annual leave

Birthday Allowance

Pension Scheme

Life Assurance

Free food & drink in the office

Cycle to work scheme

Season Ticket Loans

Discounts with retailers

Job summary

Quintessentially is seeking a driven Partner Office Co-Ordinator to support department heads and key stakeholders within the Partner Office network. The role focuses on running efficient Partner Office operations, driving performance, and ensuring accurate records and reporting.

You will coordinate cross-functional activities, manage onboarding for new starters, and contribute to strategic projects while maintaining high standards of service for a discerning clientele.

Qualifications

• Excellent written & oral communication in English.
• Creative problem solving and organisational skills with meticulous attention to detail.
• Confident, calm and courteous under pressure while meeting deadlines.
• Mature, dedicated with a strong drive to achieve results.
• Analytical mindset and ability to identify growth opportunities in account performance.
• Strategic planner and confident decision maker.
• Ability to prioritise work, meet deadlines and communicate under pressure.
• Outstanding project management, IT & CRM systems skills.

Responsibilities

• Schedule and attend regular catch ups with Partner Offices to discuss day-to-day performance, identify issues, implement fixes, maximise sales opportunities and assign responsibilities.
• Take and circulate notes and actions; follow up with delivery and update records.
• Support Partner Offices by sending information/documents and providing information, advice, and introductions to stakeholders; follow up to ensure resolution.
• Admin tasks including ownership of Partner Office records, quarterly headcount, up-to-date business addresses, contract and notes filing on Sharepoint, and maintenance of the Partner Office Management Manual; liaise with Hubs to keep lists updated.
• Support with reporting and analysis of Private & Corporate sales using existing data; assist IMD and Finance with revenue inflow/outflow tracking and PO completions of Revenue reports and churn data; improve dashboards with Reporting team.
• Review materials created by others in the Dept. & PO network and suggest improvements.
• Assist with annual projects such as PO SWOT Analysis and compiling performance statistics.
• Arrange and attend visits to/from Partner Offices to support local operation and sales requirements including planning agendas.
• Coordinate with Training & Quality to onboard new starters in the PO network and connect them with key colleagues; schedule introduction calls.

Skills

Communication

Problem solving

Organisational skills

Calm under pressure

Project management

CRM systems

Job description

For the world’s most discerning individuals, brands and corporates, Quintessentially is the ultimate destination for comprehensive lifestyle management and brand experiences. It’s the pinnacle of personalisation and the epitome of exclusivity.

Combining an unwavering commitment to redefining excellence with a clientele that demands nothing short of perfection, Quintessentially elevates every aspect of its clients’ lives to unparalleled heights through meticulous attention to detail.

As the world’s leading luxury lifestyle management group, Quintessentially has not only paved the way in this space but continues to shape a new standard for luxury concierge services.

JOB SUMMARY

The Partner Office Co-Ordinator’s primary remit is to support the department heads (International Managing Director & Partner Office Operations Manager) and the key stakeholders within the Partner Office network in the effective running and performance of the Quintessentially Partner Office network and the achievement of departmental workload and objectives.

KEY DUTIES

• Schedule & attend regular catch ups with Partner Offices to discuss day-to-day performance, provide support in identifying operational issues & implementing fixes, maximising sales opportunities, and other needs. Take & circulate notes & actions for all participants and follow up with delivery of actions, updating records and assigning responsibilities to the correct colleague.
• Support the Partner Offices by sending information/documents sought and providing information & advice when known and/or introductions to relevant stakeholders within the business, following up to ensure the resolution of enquiries.
• Support with all administration related tasks including ownership of Partner Office records, inc. Quarterly employee headcount, up to date business addresses, contract & notes filing on Sharepoint and caretaking of "Partner Office Management Manual", liaison with Hubs to ensure the Hubs & Key Contact Lists are up to date.
• Support with reporting and analysis of Private & Corporate sales by utilizing existing data and working with the IMD, Finance to support w/ revenue inflow & outflow tracking. To support with PO completions of Revenue reports, churn data and improving all documentation and sales dashboards working alongside the Reporting team.
• Review materials created by others in the Dept. & PO network and offer suggestions for improvement.
• To support with annual projects such as PO SWOT Analysis and compiling information on performance statistics.
• Arrange and attend visits to & from Partner Offices to assist with other local operation & sales requirements including planning and implementation of agendas
• Coordinate with the Training & Quality team to ensure all new starters within the PO network have been enrolled for onboarding. To also support connecting new starters with key colleagues within the group and scheduling introduction calls.

HOURS OF WORK

Contractual hours are from 0900 to 1730 Monday to Friday.

However, it may be the case that in order to fulfil the duties of the role, different or additional hours may be necessary.

Requirement to be on call outside working hours in case of service-related emergency.

REQUIREMENTS

• Excellent written & oral communication - fluent English a MUST. Other language skills a plus.
• Creative problem solving and organisational skills with meticulous attention to detail.
• Confident, with the ability to remain calm and courteous under pressure whilst meeting deadlines.
• Mature approach, dedicated and committed with a strong drive to achieve results.
• Have an analytical mindset and be able to identify and respond to opportunities for growth in account performance.
• Be a strategic planner and confident decision maker.
• Be able to prioritize work, meet deadlines, delegate and communicate effectively under pressure.
• Have outstanding project management, IT & CRM systems skills.

BENEFITS

• Competitive annual leave allowance with a further increase due to long service
• Birthday Allowance – take your birthday off on us!
• Pension Scheme
• Angel Days: Additional paid leave to do charity work
• Long Service Awards
• Life Assurance
• Digital nomad
• Employee Assistance Program
• Puppy friendly offices
• Qmunity committee – Social events in the office
• Free food & drink in the office
• Season Ticket Loans
• Cycle to work scheme
• Discounts with a variety of retail and hospitality companies

Quintessentially is an equal opportunities employer. We value and respect all differences (seen and unseen) in all people and aspire to deliver inclusive working experiences. Applications are encouraged from individuals regardless of age, disability, sex, gender, sexual orientation, pregnancy and maternity, race, religion or belief, and marriage and civil partnerships.

For information about how we collect, store and use information about you, please see our Privacy Policy using the following link: https://www.quintessentially.com/privacy_policy.html