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

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