Client Services Coordinator

2 weeks ago

Langley, Canada Martini Film Studios Full time

Client Services Coordinator

Job Scope:
This is an essential role for the business operations and client experience services, joining a small and dynamic team at the heart of the organization. This position reports to the Operations department and will be expected to handle various day-to-day tasks and assignments. The responsibilities will cover office assignments, client services/operations, facilities and client billing and also management team support. The successful incumbent will have the ability to take over these responsibilities and be able to multitask with ease.

JOB DUTIES:
**Office Assignments**
- Represent the Company to both internal staff and external clients in a manner that is at all times professional, knowledgeable, tactful, poised, efficient and representing the brand.
- Coordinates and fulfills any administrative duties; answering phone/transferring calls and is the point person for client communication and requests.
- Coordination with all internal and external vendors and suppliers.
- Responsible for all incoming and outgoing mail, courier, deliveries and other office administrative functions.
- Provide general administration support to the management team.

**Client Services & Operations**
- Obtain all applicable forms, insurance and deposits for new clients.
- Distribute new client information and other pertinent information to appropriate personnel.
- Maintain Leasing/Contract Files and track contract obligations.
- New client coordination: ensure all protocols and facility needs are ready prior to new client occupancy, coordinate internet/codes, phones, keys/codes, parking, furniture, copiers, and other services.
- Keep the tenant contact and information documents current and accurate.
- Routinely check-in with client departments to assure satisfaction.
- Process all client service requests or issues in a timely manner by dispatching calls to the appropriate departments. Ensure each case is recorded in the management system and communicated to the appropriate internal team members.
- Coordinate weekend activity and or additional out of the box requests from the clients.
- Coordinate IT and implement phone access programming.

**Accounting**
- Produce and review invoices with Head of Operations to ensure accuracy and assist as needed to obtain purchase orders.
- Create and maintain all billing files for all locations.
- Review vendor invoices to ensure accuracy before payment. Report findings to Head of Operations for approvals.
- Generate work orders, invoices and reports in our proprietary system and distribute accordingly.
- Create statements and reports as needed for client’s projects.
- Collect payments.
- Coordinate invoices and payments according to the payment schedules

QUALIFICATIONS:

- Previous experience in this or similar role is required.
- Minimum 2 years of administrative experience
- Proven ability of excellent written and verbal communication skills both with internal and external customers
- Ability to multitask at a high level, with an eye for detail.
- Must speak fluent English with the ability to communicate effectively with co-workers, clients, vendors and other contacts.
- Must drive and own a vehicle.
- Self-motivated and must be able to work efficiently, effectively, and independently and be a team player.
- Ability and willingness to assist in special projects.
- Computer knowledge with strong skills in Microsoft Outlook, Word,Teams, Excel and SharePoint
- Positive Attitude
- Must be polite and present yourself in a professional manner.
- Must have the desire to provide top customer service.
- Sense of humor and dynamic personality are welcomed.

**Job Types**: Full-time, Permanent

**Salary**: $52,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- Paid time off
- Tuition reimbursement
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday

Work Location: In person

Expected start date: 2023-07-03

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