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• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.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