Client Coordinator

Job Description: Client Coordinator
We are currently seeking a highly organized and detail-oriented Client Coordinator to join our team. As a Client Coordinator, you will play a crucial role in providing exceptional support to our clients and ensuring the smooth coordination of their needs. The ideal candidate should possess excellent communication skills, exceptional client service abilities, and the ability to effectively manage multiple tasks and priorities.
Responsibilities:
Phone Duties:
Speak directly with clients to complete paperwork and address their inquiries.
Seller Management & Listing Coordination:
Manage listing document checklists and collect client documents.
Monitor Zoho Sign documents for signature, follow up with clients on signatures, and save signed paperwork in ShareFile.
Conduct Listing Onboarding Calls directly with clients, complete listing paperwork, and manage the client paperwork review process.
Submit full and complete listing paperwork to the Admin for review and facilitate the review and approval of Confidential Business Profiles and Online Marketplace Ads for listings.
Review and approve Listing Agreements and Purchase Agreements submitted to the office by agents.
Review and approve monthly listing status reports prepared by the Admin.
Solicit buyer feedback on listings and report to sellers.
Marketing Activities for Listings & Broker Services:
Maintain and plan the marketing calendar on a weekly basis.
Manage and rotate BizBuySell Showcase Listings and buyer blasts on a monthly basis.
Request email lists from Corfacts on select listings and upload them to Zoho CRM.
Prepare email marketing campaigns, including buyer blasts for each listing, industry blasts, new and featured listings, seller lead campaigns, and newsletters, etc.
Prepare direct and hard mail campaigns, including mailers, holiday cards, etc.
Manage client testimonial/Google Review requests.
Manage client and referral source gifting.
Buyer & NDA Processing, Correspondence, Coordination & Target Calls:
Oversee buyer NDA processing and minimum qualifications for approval.
Answer buyer questions regarding listings.
Pre-qualify buyers to speak with sellers.
Arrange and attend Buy-Sell Calls and meetings.
Database & Task Management:
Manage all systems for client database and workflow management to improve productivity, including Zoho, Listing Assignments, Seller Lead Tracker, MPA Tracker, Marketing Tracker, Admin Team Notes, and other similar systems.
Standard Operating Procedures (SOPs):
Routinely update Executive Assistant SOPs, including Zoho SOPs, for any identified gaps.
Create new SOPs for any newly developed office systems or procedures.
Create video tutorials to supplement written SOPs as needed.
Training and Support:
Provide training to other administrative personnel as needed.
Other Administrative and Client Support Tasks:
Perform additional administrative and client support tasks as requested.
Requirements:
Previous experience in a similar role, preferably in the real estate industry.
Proven Inside Sales experience
Strong organizational and time management skills.
Excellent verbal and written communication skills.
Proficiency in using various scheduling and communication tools.
Familiarity with database management systems.
Ability to handle sensitive and confidential information with professionalism and discretion.
Proactive and able to prioritize tasks effectively.
Ability to work independently and as part of a team.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
If you are a detail-oriented professional with excellent organizational and communication skills and have previous experience in a similar role, we invite you to apply for the position of Client Coordinator. Join our team at MyPortal Virtual Assistants Corp. and contribute to delivering exceptional support and coordination to our valued clients.