Client Services Coordinator Jobs

JOB SCOPE:

This is an essential role for the business operations and client experience services, joining a small and dynamic team at the heart of the organization. This position reports to the Operations department and will be expected to handle various day-to-day tasks and assignments. The responsibilities will cover office assignments, client services/operations, facilities and client billing and also management team support. The successful incumbent will have the ability to take over these responsibilities and be able to multitask with ease.

JOB DUTIES:

Office Assignments

·Responsible for the professional and efficient managing of visitors, vendors, clients, telephone calls, emails and messages as well as a variety of clerical that support the client experience.

·Represent the Company to both internal staff and external clients in a manner that is at all times professional, knowledgeable, tactful, poised, efficient and representing the brand.

·Coordinates and fulfills any administrative duties; answering phone/transferring calls and is the point person for client communication and requests.

·Coordination with all internal and external vendors and suppliers.

·Responsible for all incoming and outgoing mail, courier, deliveries and other office administrative functions.

·Provide general administration support to the management team.

Client Services & Operations

·Obtain all applicable forms, insurance and deposits for new clients.

·Distribute new client information and other pertinent information to appropriate personnel.

·Maintain Leasing/Contract Files and track contract obligations.

·New client coordination: ensure all protocols and facility needs are ready prior to new client occupancy, coordinate internet/codes, phones, keys/codes, parking, furniture, copiers, and other services.

·Keep the tenant contact and information documents current and accurate.

·Routinely check-in with client departments to assure satisfaction.

·Process all client service requests or issues in a timely manner by dispatching calls to the appropriate departments. Ensure each case is recorded in the management system and communicated to the appropriate internal team members.

·Coordinate weekend activity and or additional out of the box requests from the clients.

·Coordinate IT and implement phone access programming.

Accounting

·Produce and review invoices with Head of Operations to ensure accuracy and assist as needed to obtain purchase orders.

·Create and maintain all billing files for all locations.

·Review vendor invoices to ensure accuracy before payment. Report findings to Head of Operations for approvals.

·Generate work orders, invoices and reports in our proprietary system and distribute accordingly.

·Create statements and reports as needed for client’s projects.

·Collect payments.

·Coordinate invoices and payments according to the payment schedules

QUALIFICATIONS:

·Previous experience in this or similar role is required.

·Minimum 2 years of administrative experience

·Proven ability of excellent written and verbal communication skills both with internal and external customers

·Ability to multitask at a high level, with an eye for detail.

·Must speak fluent English with the ability to communicate effectively with co-workers, clients, vendors and other contacts.

·Must drive and own a vehicle.

·Self-motivated and must be able to work efficiently, effectively, and independently and be a team player.

·Ability and willingness to assist in special projects.

·Computer knowledge with strong skills in Microsoft Outlook, Word,Teams, Excel and SharePoint

·Positive Attitude

·Must be polite and present yourself in a professional manner.

·Must have the desire to provide top customer service.

·Sense of humor and dynamic personality are welcomed.

If you think you are a fit for this position, apply now!