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Pensions Client Service Coordinator
2 months ago
Job Summary:
Capstone Property Recruitment is seeking an exceptional Client Services Coordinator to support and coordinate the Client Services function, ensuring an exceptional experience for clients visiting luxury properties worldwide.
Key Responsibilities:
- 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 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.
- 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.
- Client Services Support:
- 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.
- Act as the liaison between Finance and Client Services, implementing processes that enhance efficiency, accuracy, and governance.
- Manage all prepaid cards for the Client Services team, overseeing new requests, spend management, and coding in line with Finance guidelines.
Requirements:
- 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.
- A proactive attitude, a passion for delivering high-quality client service, and the ability to manage various tasks in a fast-paced environment.
