Client Services Coordinator - Ontario

Client Services Coordinator

 

 

Nature & Scope

 

The Client Services Coordinator provides administrative support and responsibilities as needed to the Agents and Management of the Regional Office(s). 

 

The Client Services Coordinator reports directly to the Operations Manager (OM) and performs primarily independently.

 

Specific Responsibilities

 Greet and announce visitors in a courteous, professional manner Answer telephone using switchboard in a courteous, professional manner. Route calls proficiently Respond courteously to requests. Supply information to callers, relaying messages Opening and closing phone procedures Be knowledgeable as possible with all regional office property listings so calls may be directed to correct broker.  Monitor check-in and check-out of M&M personnel and agents.  Know how the agents would like to have the calls handled in their absence; i.e. Agent wants calls to go to voice mail and not her/his cell phone. Distribute all incoming faxes and assist with any outgoing faxes.  Send and receive information via electronic mail (email) as well as distribute any additional information through hard copies in Agent/Staff in-boxes. Maintain cleanliness and organization of the reception and conference room areas.  Schedule any conference room activity and prep the room accordingly. Keep monthly inventory on all office supplies and place necessary office supply order weekly.  Handle any errors in shipments immediately, notifying Operations Manager of error. Process daily mail (incoming & outgoing) and mass mailings Assist Brokerage Secretary and Operations Manager with agent listings and under contract data entry.  Create folders and labels for activity listings and deal files. Maintenance of status board and any other reports requested by the RM & OM. Perform other duties as assigned.

 

Required Knowledge and/or Experience

 

? Knowledge of Office 2000/XP Environments

? Proficient in Microsoft Word, Excel, Powerpoint and Outlook Programs

? Strong Organizational Skills and Good Attention to Detail.

? Self Motivated and can Perform with Little Direction

? Deal Well with a Variety of Personalities

? Courteous and Professional Traits

? 1-3 Years of Receptionist Experience

? High School Education