Client Coordinator

Reports To: Brokerage Services Manager

SUMMARY

The Client Coordinator will report to the Office Manager and will serve as the support for multiple brokers and/or teams. This position is responsible for support of client service activities such as pitches and proposals, transaction support, and broker administrative support. The Client Coordinator will interact with various departments within the organization on behalf of the broker to ensure they are able to meet the needs of their clients. In this capacity, the Client Coordinator will be viewed as a direct line of communication to the broker themselves. This position will also be responsible for front desk reception duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Manage prospect database for existing business and business generation opportunities
• Support content creation process with regards to marketing existing business and pursuing new business
• Coordinate with other departments, (research, brokerage services, accounting, etc.) based on the needs of the broker
• Support timeliness of deliverables
• Provide deal support, transaction assistance

KEY RESPONSIBILITIES

Pitch and Proposal Coordination

• Coordinate with Marketing and Research on behalf of brokers for the creation of pitch/proposal as needed
• Attend strategy sessions with brokers and other departments as needed
• Coordinate with Marketing on behalf of brokers and deliver necessary information for creation of content (graphic design, mapping, etc.)
• Schedule meetings as necessary with other departments for review and feedback
• Coordinate with Marketing on the production of pitch/proposal when outside vendor is required for printing
• Perform basic data gathering, such as property searches and site selections, on behalf of brokers as appropriate
• Populate template market documents, such as tour books, property flyers, and brochures
• Schedule follow up meetings as necessary to review content

Maintain CRM

• Update CRM (Apto) on behalf of brokers as necessary
• Research potential conflict of new pursuits with VP of Ops and/or Managing Broker
• Coordinate with brokers on the timely delivery of necessary information for CRM maintenance
• Enter new leads and opportunities into the CRM system and update accordingly
• Provide information as needed for the proper recording of pursuit and deal related expenses
• Review CRM with brokers to ensure the accuracy of the information

Deal Documentation and Revenue Accounting

• Follow up with all parties on the execution of deal related documents as required
• Prepare deal related documents and provide to brokers for review, approval, and delivery
• Coordinate with Client's Legal for review and approval when template documents are insufficient
• Submit appropriate documentation and transaction status in CRM during lease negotiation
• Close Deal in CRM as required
• Coordinate updates to marketing materials, signage eBlasts, CoStar, etc.

Maintain Databases

• Support population of CRM Database on behalf of brokers
• Input new listings into CRM and upload all required information to include but not limited to property, availability, and rental rate information
• Updating existing listings
• Removing inactive listings
• Coordinate with brokers for the collection of necessary information to maintain signage inventory and schedule eBlasts for active listings
• Coordinate with brokers for the timely collection of necessary information to maintain third party sites including CoStar, etc. for accurate listing information

Perform Other Administrative Duties as necessary

METRICS

Role will be evaluated on the following:

• Accuracy of produced documents
• Timeliness of produced documents

BACKGROUND AND EXPERIENCE

Demonstrated experience should include:

• Bachelor's Degree (Business, Communications, Engineering, or Architecture a plus)
• 0-3 years' experience in a professional organization or equivalent educational experience
• Knowledge of Microsoft Office
• Adobe creative suite

COMPETENCIES

• Strong written and oral communication skills
• Ability to multitask
• Ability to take direction from multiple sources
• Good project management skills
• Excellent attention to detail
• Demonstrated aptitude to solve problems and navigate through obstacles