Reports To: Brokerage Services ManagerSUMMARYThe 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 RESPONSIBILITIESManage prospect database for existing business and business generation opportunitiesSupport content creation process with regards to marketing existing business and pursuing new businessCoordinate with other departments, (research, brokerage services, accounting, etc.) based on the needs of the brokerSupport timeliness of deliverablesProvide deal support, transaction assistanceKEY RESPONSIBILITIESPitch and Proposal CoordinationCoordinate with Marketing and Research on behalf of brokers for the creation of pitch/proposal as neededAttend strategy sessions with brokers and other departments as neededCoordinate 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 feedbackCoordinate with Marketing on the production of pitch/proposal when outside vendor is required for printingPerform basic data gathering, such as property searches and site selections, on behalf of brokers as appropriatePopulate template market documents, such as tour books, property flyers, and brochuresSchedule follow up meetings as necessary to review contentMaintain CRMUpdate CRM (Apto) on behalf of brokers as necessaryResearch potential conflict of new pursuits with VP of Ops and/or Managing BrokerCoordinate with brokers on the timely delivery of necessary information for CRM maintenanceEnter new leads and opportunities into the CRM system and update accordinglyProvide information as needed for the proper recording of pursuit and deal related expensesReview CRM with brokers to ensure the accuracy of the informationDeal Documentation and Revenue AccountingFollow up with all parties on the execution of deal related documents as requiredPrepare deal related documents and provide to brokers for review, approval, and deliveryCoordinate with Client's Legal for review and approval when template documents are insufficientSubmit appropriate documentation and transaction status in CRM during lease negotiationClose Deal in CRM as requiredCoordinate updates to marketing materials, signage eBlasts, CoStar, etc.Maintain DatabasesSupport population of CRM Database on behalf of brokersInput new listings into CRM and upload all required information to include but not limited to property, availability, and rental rate informationUpdating existing listingsRemoving inactive listingsCoordinate with brokers for the collection of necessary information to maintain signage inventory and schedule eBlasts for active listingsCoordinate with brokers for the timely collection of necessary information to maintain third party sites including CoStar, etc. for accurate listing informationPerform Other Administrative Duties as necessaryMETRICSRole will be evaluated on the following:Accuracy of produced documentsTimeliness of produced documentsBACKGROUND AND EXPERIENCEDemonstrated experience should include:Bachelor's Degree (Business, Communications, Engineering, or Architecture a plus)0-3 years' experience in a professional organization or equivalent educational experienceKnowledge of Microsoft OfficeAdobe creative suiteCOMPETENCIESStrong written and oral communication skillsAbility to multitaskAbility to take direction from multiple sourcesGood project management skillsExcellent attention to detailDemonstrated aptitude to solve problems and navigate through obstacles
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