Client Services Manager

Description

Franklin Street is currently seeking a Client Services Manager / Operations Manager to join our team in Dallas, TX.

The ideal candidate must possess 3-5+ years of administrative experience with the ability to manage transaction critical dates, streamline contract processes, support deal marketing, and oversee daily office administration and event logistics.

Position Overview:

The Client Services Manager relieves the Real Estate agents of administrative, research and analytical functions in order to increase the time the agents have available for production. The Client Services Manager manages a wide variety of situations and conflicts involving the clerical and administrative functions of the office, relies on experience and judgment to plan and accomplish goals, and may direct or lead the work of others with creativity and latitude.

Contract Management

• Types and supports the production of general correspondence, memos, charts, tables, graphs, site plans, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Manages creation of Listing Agreements, Letters of Intent/Offer Letters, Critical Dates Memos, etc.
• Upon receipt of Listing Agreements, Letters of Intent/Offer Letter, and Purchase & Sale Agreements, store in client/deal folder and executes appropriate checklists/processes.
• Management of all listings which includes monitoring critical dates; coordinating property tours; overseeing communication with prospective purchasers, outside brokers, the clients & agents; collecting/approving all CA’s; responsible for keeping all financial reporting up to date for each listing; monitoring all LOI’s; keeping lead agent(s) notified of all stages
• Management of all Sales & Purchase Contracts which includes monitoring critical dates; coordinating / scheduling of all site inspections; collecting/organizing all due diligence documents; creation of sales contracts, Amendments or other negotiations required; review of closing docs for accuracy; keeping lead agent(s) notified of all stages
• Enters all transactions and required documentation into Frankie. Complete the necessary steps in Frankie to create/send out commission demand letters and process payments.
• Monitors commission demand letters and balances for the sales teams. Coordinate with legal on past due commission demand letters.

Client Management

• Interfaces directly with clients, including taking them on property tours, resolving routine issues and responding to pricing and/or non-routine inquiries.
• May source properties and/or clients by researching local and national databases. Tracks and reports on responses and communications from sourcing activities.

Database Management

• Manages the creation and storage of client/deal folders.
• Maintains company database by adding or verifying contact information and property databases to ensure orderly information, files, and accessibility.
• Maintains any pipeline reports and tracking spreadsheets.
• Tracks website registrations and Link Tracking.

Marketing

• Performs market research for general information, comps, tenant write-ups, etc.
• Assists Team’s marketing person in the creation of demographic maps, aerials, target area maps and reports using Regis for BOV’s, Offering Packages and other marketing materials.
• Assists Team’s marketing person in the execution of marketing projects, including but not limited to coordinating and creating direct mailings and eblasts, orders property signs, booking property photos/drone videos with vendor, executive summaries, brochures, placemats, marketing packages, and press releases.
• Ensures all listings are properly displayed on all necessary websites and/or advertising outlets. (i.e. Company website, LoopNet, CoStar Crexi, etc.)
• Sends offering memorandums (packages).

General Office Administration:

• Maintains office common areas to provide a professional, clean, and safe environment for employees and guests.
• Maintains office supply inventory, checking stock levels, placing and expediting orders for supplies, verifying receipt of supplies and reconciling billing.
• Covers the front desk and provides customer service during business hours.
• Provides incoming/outgoing mail and shipping administration.
• Performs tasks associated with onboarding and disengagement of employees and agents.
• Event Management and Scheduling: With the partnership of the Fort Lauderdale Operations Manager schedules and organizes philanthropic and teambuilding activities for the team.
• Schedules and organizes activities such as appointments, meetings, travel, and conferences.
• Takes care of technical set-up and logistics for conference calls, meetings, etc.
• Works with IT to maintain functionality of office equipment.
• Works independently to support team members on special nonrecurring and ongoing projects.
• Maintains strict confidentiality regarding company marketing, business matters and broker information.
• Works on special projects and performs other duties as assigned.

Requirements

• 3-5+ years of administrative experience or Bachelor of Science or Bachelor of Arts; paralegal background helpful, not required.
• Prior experience or coursework in Real Estate is preferred.
• Should possess the ability to read, analyze, and interpret general real estate contracts, professional journals/publications, and/or governmental regulations, and abstract leases.
• Must possess demonstrated administrative organizational skills and the ability to multi-task in a fast-paced setting.
• Strong written and verbal communication skills (professional level English). Must be able to speak clearly and concisely. Must possess the ability to represent the company professionally both in person and over the phone with a pleasant demeanor and customer service focus. Professional business attire is required.
• Must be able to work independently with minimal direction/supervision.
• Must possess problem-solving ingenuity, conflict resolution skills and team player qualities.
• Analytical ability is required to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
• Work requires continuous attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines.
• Client Facing Functions where property-specific information (including pricing and property condition) is given requires a Real Estate license
• Professional level proficiency in computer skills including MS Office applications (Excel, Word, Outlook) and internet/application software required along with a willingness and ability to learn new software programs.
• High-level data entry skills are required.
• Beginner knowledge of Adobe Creative Suite –InDesign, Photoshop, Illustrator, and Acrobat Pro, strongly preferred.
• Should have experience working in databases.
• Experience utilizing a variety of marketing/media communication vehicles including web, email promotion, and traditional service/product collateral a plus
• Must be able to calculate figures and amounts such as basic financial math, commissions, deposits, interest, and percentages.

About Franklin Street:

Franklin Street is a family of full-service real estate companies focused on delivering value-added solutions to meet clients’ evolving needs. Through a collaborative philosophy of leveraging the resources, expertise, and experience of each of its divisions—Real Estate, Capital, Insurance, Property Management, and Project Management—Franklin Street offers unmatched value and optimal solutions for clients nationwide.

Make your next career move with Franklin Street. With seven lines of business and nine offices across, that perfect opportunity you’ve been looking for is here. We believe in hiring a mix of experienced and new talent to join our team of professionals. Whatever your expertise, wherever you are on your career path, Franklin Street is your destination for success.

Learn more about Franklin Street and our award-winning culture at www.FranklinSt.com.

Franklin Street offers competitive salaries, medical – including additional discounts, dental, and vision benefits, disability, and life insurance, 401(K), paid time off, and holiday pay. We also love working together to help the community through our company-sponsored philanthropy events.

Must be able to successfully pass pre-employment (post-offer) drug screen and background check.

Franklin Street and Lighthouse HR Services is an Equal Opportunity Employer: Race, Religion, Color, National Origin, Citizenship, Sex, Sexual Orientation, Gender Identity, Age, Disability, Ancestry, Veteran Status, Genetic Information, or any other classification protected by law.