Client Services Coordinator

Client Services CoordinatorSummaryThe Client Services Coordinator directly supports the commercial property management team in coordinating the day-to-day activities of the building staff and addressing the needs of the tenants. The Client Services Coordinator is expected to develop and maintain excellent relationships with tenants, vendors, and internal and external customers, while also being accountable to management for ensuring that issues and needs are responded to and resolved by the appropriate individual, department, or service. This position requires a well-organized, professional individual who possesses a strong initiative and can adapt well to a fast-paced environment. An aptitude for information management, general office management, and clerical support tasks are essential to this role. Job Responsibilities (responsibilities may include but are not limited to the following)Serve as the first point of contact for tenant service calls, requests, and problem solvingPrepare andor assist with AR Summary report for all commercial properties bimonthly. Work with PMs for comments and distribute to management team.Assist with AR collections with guidance from Property ManagerMonitor and populate sales report tracker for tenants obligated to provide monthly sales reports per their lease agreement. Assist with coding invoices.Prepare Property Manager VP approved service contracts within Crawford Hoying contract template.Direct tenant service requests to the appropriate department or individual for completion in a timely mannerAssist in the marketing strategy of properties, the creation of the information brochure and the distribution of such items to interested brokers.Promptly respond to emails and phone calls from tenants; provide information in a polite, upbeat, professional manorPrepare correspondence and schedule appointments for tenants, clients and internal staff. This includes but is not limited to late notifications, default letters and other miscellaneous communications.Maintain scheduling of building conference room(s)Assist with janitorial and other vendor-related requests as advised by Property Management.Lend administrative support to managerial staffOrder supplies and perform various administrative tasks for clientsEnter and maintain work speed requests; run reports for management on status of such requests, as neededSort and distribute all incoming correspondenceAssist management in preparation for meetings, property showings, and client callsAssist with building access controls requests from tenants. Conduct all duties in accordance with company policies and procedures, the Fair Housing Act, employment law, the Fair Credit Reporting Act, EPA and OSHA regulations, and all laws pertaining to property managementPerform other duties as assigned Performance Objectives (objectives include but are not limited to the following) The 7 Core Values that Crawford Hoying has established to maintain its desired culture Scheduling response timeFlexibility and effectiveness in handling challenging situationsTenant retention and customer service feedbackPreferred Knowledge, Skills, Education, and ExperienceExperience working in a sales or customer service environmentExceptional customer service orientation and a dedication to meet and exceed customer expectationsA sense of urgency when addressing tenant needs and resolving issuesStrong analytical, organizational, problem-solving, and multitasking skillsGood written and verbal communication skillsBasic math and computer skillsWorking knowledge of or ability to learn property management softwareProficiency with Microsoft Office products, including ExcelValid driver's license and reliable transportationHigh school diploma or equivalentWork EnvironmentThe Client Services Coordinator interfaces with external and internal customers, tenants, employees, and vendors on a regular basis. Work hours are typically 8:00 am to 5:00 pm. This employee may need to work after hours, as needed. The Client Services Coordinator should be flexible and readily available depending on the needs of the tenants, clients, and department. Reporting StructureThe Client Services Coordinator reports to the Vice President of Commercial Property Management. Physical RequirementsThis employee's physical condition and performance must be sufficient for the consistent and successful completion of the responsibilities and professional standards defined for this position. This position frequently requires standing, walking, sitting, reaching with hands and arms, stooping, kneeling, crouching, or crawling, and may require lifting andor moving up to 25 pounds. The Client Services Coordinator must be able to drive during the course of work.

Created: 2025-03-03