Marketing & Client Services Coordinator

Internal Title: Client Services Specialist

Commercial Real Estate Firm

Job Summary: This position is responsible for administrative and marketing support for a Brokerage Executive and Brokerage Associate.

Essential Job Duties:

Conserves executive’s time by reading, researching and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.

Maintains broker’s appointment schedule by planning, scheduling and coordinating meetings, conferences, teleconferences, special events, and travel.

Creates professional- looking, templated marketing flyers, email announcements, and other marketing items.

Create and ensure routines/systems that are followed by the team to drive internal functionality and profitability.

Drive change to continuously improve processes and procedures over time. Bring new ideas to further the team’s goals.

Produces information by transcribing, formatting, inputting, editing, retrieving, copying and transmitting text, data and graphics.

Maintains confidence and protects operations by keeping information confidential.

Maintains CRM database in Salesforce-based commercial real estate CRM.

Prepares reports by collecting and analyzing information.

Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.

Manage and maintain expense reports.

Draft written responses or replies by phone or email when necessary; respond to requests for information.

Schedule, plan and prepare documentation, materials, presentations and refreshments for broker’s meetings.

Copy, scan, mail and fax requested documents.

Act as liaison with other departments and outside agencies, including high-level staff.

Serve as backup to cover the front desk for lunches and as needed.

Assists with special projects and duties as assigned.

Maintains and updates team website through user-friendly interface in Wix.

Support and carry out activities related to the company core values of Service, Expertise, Community and Fun

Other duties as assigned to aid in the successful and profitable operation of the organization

Requirements

Relevant experience preferred; college degree preferred.

Highly organized. Self-starter.

Ability to improve existing processes and create new ones to improve efficiencies.

Proficient in Adobe, specifically InDesign (or willing to learn), Microsoft Word, Excel, PowerPoint, Outlook, and email marketing services such as Mailchimp, Youman, or similar.

Real estate license favored or in the process, but not necessary.

Previous experience in the real estate industry a plus.

Proactive. Strategic and forward thinking.

Has knowledge of Microsoft Office and customer relationship management software.

Strong administrative and customer service background a must.

Belief and demonstration of company core values of Service, Expertise, Community and Fun.

Must present a professional image, be self-motivated, and have the ability to work unsupervised and prioritize workload.

Ability to maintain confidentiality and discretion.

Strong written and verbal communication skills.

Able to adapt to changes quickly in a fast-paced environment.

Ability to access areas where needed people, information and equipment are located.

Able to make proficient use of work-related equipment and materials.

Able to recollect information (e.g., policies and procedures) or locate resources to find information as needed.

Ability to shift back and forth between two or more tasks.

Cooperative, team-oriented and calm under pressure.

Self-motivated with exhibited sense of urgency.

Demonstration of strong work ethic and commitment to quality.

Attention to detail and high level of accuracy required.

Ability to adapt to changes quickly in a fast-paced environment.

Proven ability to prioritize and meet required deadlines.

Knowledge (or ability to learn), understanding and comprehension of commercial real estate processes.

Ability to communicate effectively and tactfully with others.

Ability to work with other team members as well as independently.

Ability to arrange things in certain order (e.g., alphabetically, numerically).

Ability to produce results within an autonomous environment, within company guidelines and have the flexibility to identify and respond to changes in priorities.

Salary Description

$24.00 - $26.44 Per Hour