Client Services Coordinator
6 days ago
Job Title: Client Services Coordinator
Job Summary:
We are seeking a highly organized and detail-oriented Client Services Coordinator to join our team at Capstone Property Recruitment. As a Client Services Coordinator, you will play a pivotal role in supporting and coordinating the Client Services function, ensuring that our clients receive exceptional service and support.
Key Responsibilities:
General Administration and Coordination:
- Provide comprehensive administrative and coordination support to the Client Services function.
- Implement consistent and transparent document management practices, including record-keeping and information storage.
- Ensure that all team members utilize up-to-date and accurate documentation in accordance with standard policies and procedures.
- Assist with travel arrangements for team members and residence staff when necessary, in coordination with the travel provider.
- Manage the team calendar, organize diary invites, and share agendas and minutes before and after meetings.
Maintenance and Security:
- Serve as the first point of contact for maintenance and security requests, tracking, triaging, and assigning jobs via the job platform.
- Regularly report on job metrics and ensure contractor worksheets are accurately collated.
- Assist in maintaining accurate property utility accounts and keeping the asset tracker for each property up-to-date, including annual maintenance contracts.
- Support the booking of basic preventative maintenance services as required.
Client Services Support:
- Track timesheets and validate recruitment invoices against schedules.
- Assist the Leads in maintaining centralized records of temporary residential staff hours, flagging exceptions and anomalies, especially regarding exceeding standard hours.
- Help maintain records of temporary residential staff invoices by month across properties.
- Keep an up-to-date supplier contact list across client services.
- Provide general assistance with OS&E schedules, inventory management, and client requests, including OS&E purchasing and personal shopping.
- Coordinate account openings and equipment requests for new starters, collaborating with IT, Finance, and People & Culture teams.
- Coordinate account closures and equipment retrievals for leavers in collaboration with relevant teams.
Finance Administration:
- Act as the liaison between Finance and Client Services, implementing processes that enhance efficiency, accuracy, and governance.
- Review purchase orders (POs) on NetSuite on behalf of the team and ensure accurate coding for property spend reports.
- Manage all prepaid cards for the Client Services team, overseeing new requests, spend management, and coding in line with Finance guidelines.
Requirements:
- Strong organizational and multitasking abilities with a focus on detail and accuracy.
- Excellent communication and interpersonal skills for effective collaboration with multiple teams.
- Proficiency in document management, record-keeping, and information storage practices.
- Familiarity with maintenance and security coordination, as well as client service operations.
- Experience with financial administration, including PO review, coding, and spend management.
- Ability to handle sensitive information with confidentiality and professionalism.
This role is ideal for someone with a proactive attitude, a passion for delivering high-quality client service, and the ability to manage various tasks in a fast-paced environment.
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