Client Services Coordinator

Description

Franklin Street is currently seeking a Client Services Coordinator to join our team in Austin, TX.

The ideal candidate must possess 1-2 years of marketing or administrative experience. Advanced design skills using Adobe Creative Suite, specifically InDesign, Photoshop and Illustrator. A bachelor’s degree is preferred. Professional level proficiency in computer skills including MS Office applications (Excel, Word, Outlook) is required.

Position Overview:

The Client Services Coordinator relieves the Real Estate agents of administrative, marketing, research and analytical functions in order to increase the time the agents have available for production. The Client Services Coordinator manages a wide variety of situations and conflicts involving the clerical and administrative functions of the office, relies on experience and judgment to plan and accomplish goals, and may direct or lead the work of others with creativity and latitude. Included will be the performance of the duties that follows:

Marketing

• Performs market research for general information, comps, tenant write-ups, etc.
• Assists with the creation of demographic maps, aerials, target area maps and reports using Regis for BOV’s, Offering Packages and other marketing materials.
• Assists with the construction of Brokers Opinion of Value (BOVs), Offering Packages and other marketing materials.
• Assist with the execution of marketing projects, including but not limited to coordinating and creating direct mailings and eblasts, orders property signs, booking property photos/drone videos with vendor, executive summaries, brochures, placemats, marketing packages, and press releases.
• Ensures all listings are properly displayed on all necessary websites and/or advertising outlets. (i.e. Company website, LoopNet, CoStar Crexi, etc.)
• Sends offering memorandums (packages).

Contract Management

• Types and supports the production of general correspondence, memos, charts, tables, graphs, site plans, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Manages creation of Listing Agreements, Letters of Intent/Offer Letters, Critical Dates Memos, etc.
• Upon receipt of Listing Agreements, Letters of Intent/Offer Letter, and Purchase & Sale Agreements, store in client/deal folder and executes appropriate checklists/processes.
• Management of all Listings: Monitoring critical dates; coordinating property tours; overseeing communication with prospective purchasers, outside brokers, the clients & agents; collecting/approving all CA’s; responsible for keeping all financial reporting up to date for each listing; monitoring all LOI’s; keeping lead agent(s) notified of all stages
• Management of all Sales & Purchase Contracts: Monitoring critical dates; coordinating / scheduling of all site inspections; collecting/organizing all due diligence documents; creation of sales contracts, Amendments or other negotiations required; review of closing docs for accuracy; keeping lead agent(s) notified of all stages
• Enters all transactions and required documentation into Frankie. Complete the necessary steps in Frankie to create/send out commission demand letters and process payments.
• Monitors commission demand letters and balances for the sales teams. Coordinate with legal on past due commission demand letters.

Client Management

• May require interfacing directly with clients, including taking them on property tours, resolving routine issues and responding to pricing and/or non-routine inquiries.

Database Management

• Manages the creation and storage of client/deal folders.
• Maintains company database by adding or verifying contact information and property databases to ensure orderly information, files, and accessibility.
• Maintains any pipeline reports and tracking spreadsheets.
• Tracks website registrations and Link Tracking.

Miscellaneous

• Works independently to support team members on special nonrecurring and ongoing projects.
• Maintains strict confidentiality regarding company marketing, business matters and broker information.
• Works on special projects and performs other duties as assigned.

Requirements

• Advance knowledge of Adobe Creative Suite –InDesign, Photoshop, Illustrator, and Acrobat Pro, strongly preferred.
• 2 years of administrative experience or Bachelor of Science or Bachelor of Arts; paralegal background helpful, not required.
• Client Facing Functions where prop