Client Services Coordinator

6 days ago

Calgary, Alberta, Canada Avison Young Full time

About the Role

Avison Young is seeking a highly skilled and experienced Client Services Coordinator to join our team. As a key member of our operations team, you will provide administrative support to our agents and clients, ensuring seamless transaction management and exceptional customer service.

Key Responsibilities

  • Transaction Management
    • Client management and communication coordination: ensuring timely responses to client inquiries and maintaining clear communication with clients, landlords, legal teams, and other stakeholders.
    • Document preparation and review: preparing and reviewing leasing documents, such as Letters of Intent, Offers to Lease, waiver and extension letters, amendments, and tracking critical dates for clients.
    • Financial analysis review and delivery: reviewing and delivering financial analyses to clients, including evaluating lease terms, comparing options, and providing clear financial breakdowns to aid clients in decision-making.
    • Assisting in lease negotiations: facilitating all paperwork to secure favorable terms for clients.
    • Reporting and internal coordination: responsible for the final review and delivery of all prospect reports to clients, serving as the internal point of contact for the Team when responding to RFPs and for additional reports about the Team and its success.
  • Administration
    • Preparation, control, and maintenance of legal documents throughout the deal and due diligence process.
    • Maintaining and reviewing property listings, managing expiry dates, and preparing required documentation.
    • Maintaining records of correspondence for property listings with agents and updating client reporting as required.
    • Working closely with agents on various initiatives and special projects.
    • Coordinating deal processing with agents and the Accounting Department.
    • Scheduling meetings, appointments, property tours, and travel plans.
    • Proofreading copy for spelling, grammar, and layout, making appropriate changes, and ensuring accuracy and clarity of final copy.
    • Providing administrative support for internal and external correspondence, including file management, scanning, photocopying, organizing, and distributing marketing materials.
  • Marketing
    • Organizing, creating, preparing, and producing client-specific packages, presentations, and proposals.
    • Assisting with the preparation, coordination, and assembly of marketing materials for property listings, including brochures, email communications, invitations, signage, and announcements, while maintaining the Avison Young brand throughout all projects.
    • Updating listings on the Avison Young website and other locations as advised.
  • Research
    • Conducting market information research through various sources, including CRM and third-party databases such as MLS, Altus, Avant, CoStar, etc.
    • Preparing property availability surveys and other applicable research and marketing collateral.
    • Updating the CRM database with current market and client information.

Qualifications

  • Minimum three years of real estate experience and a diploma/degree relevant to real estate, business, or marketing.
  • Commercial real estate experience preferred.
  • Advanced knowledge and efficient use of business suite computer programs, including Word, Excel, PowerPoint, and Outlook.
  • Adobe Creative Suite (InDesign, Photoshop, Illustrator, and Acrobat) experience.
  • Possessing characteristic traits of independent thinking, self-starting initiative, while working well in a team-oriented environment.
  • Ability to handle flexibility in task management while having a keen eye for detail.
  • Paralegal or lease administrator experience is an asset.
  • Ability to read, analyze, interpret, and create general business documentation.
  • Ability to write reports, business correspondence, and format presentations.
  • Excellent and effective verbal and written communication skills.
  • Excellent proofreading and editing skills.
  • Ability to multi-task, utilize effective time management skills, and be able to recognize and respond to time-sensitive issues and tasks.
  • Ability to work efficiently under pressure with multiple timelines and with limited direction/supervision.
  • Ability to maintain discretion regarding personnel and industry-related matters.
  • Attitude — positive, always seeking to better our team, reaching out to bring value.

Workplace Type

Avison Young practices as an equal opportunity employer in all services locations around the world. We are committed to building and maintaining a workforce diverse in experience, skills, and knowledge with uniformity in service excellence, commitment, and integrity.

The firm maintains a strict policy to ensure employment opportunities are equal and do not discriminate based on race, color, religion, creed, age, sex, gender, gender identity or expression, sexual orientation, national origin, citizenship, disability, marital and civil partnership/union status, protected veteran or military service status, or any other elements protected by law.

Avison Young welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates during the recruitment process. For those requiring assistance, information relating to the need for accommodation and accommodation measures will be addressed confidentially.

Avison Young is committed to employing the best talent with the most fair and equitable recruitment practices.

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