Nature & Scope:
The Client Services Coordinator provides telephone and other administrative support to the Agents and Management of the REIS Office(s), reporting directly to the Operations Manager.

Specific Responsibilities

• Greet and announce visitors in a courteous, professional manner, offering refreshment to each visitor.
• Answer telephone using switchboard in a courteous, efficient and professional manner, routing all calls proficiently. Learn to handle calls through the computer if the office uses the Cisco phone system.
• Handles process servers according to Marcus & Millichap procedure.
• Learn Marcus & Millichap executives' names and office locations, and extend hospitality to executives upon office visits and phone calls.
• Respond courteously to agent requests.
• Supply appropriate information to callers, relaying messages.
• Gain and display knowledge of opening and closing phone and front desk procedures.
• Gain and display knowledge on a weekly basis of all regional office property listings and advertised properties ensuring calls are routed to correct agent.
• Track all advertising, differentiating between principal and broker calls, record and send to Communications by the 5th of each month. Maintain a billing system for agent ad reimbursement as directed by Operations Manager (if applicable).
• Monitor check-in and check-out of Marcus & Millichap personnel and agents.
• Keep apprised of how agents would like to have calls handled in their absence; i.e. agent wants calls to go to voice mail not to agent cell phone and performing same.
• Send and receive information via electronic mail (email) as well as distribute any additional information through hard copies in Agent/Staff in-boxes.
• Maintain cleanliness and organization of the reception and conference room areas before and after each meeting, as well as at opening and closing of office. Work with Brokerage Staff to keep all office areas neat, clean and organized.
• Maintain a conference room schedule, reserving rooms for client meetings and various presentations.
• Keep monthly inventory on all office and coffee supplies and place necessary supply orders on a regular basis, keeping costs in check.
• Handle any errors in shipments and deliveries, working with the Operations Manager to find best solutions.
• Process daily mail and faxes (incoming & outgoing) and possible agent mass mailings in a confidential manner. Keep fax machines supplied with paper and toner and prepare the machine on Friday for weekend use.
• Assist Brokerage Administrator and Operations Manager with agent listing data entry using iMpact and MNet, eventually becoming cross-trained if a Brokerage Admin position becomes available.
• Create folders and labels for listings files, deal files and agent inbox files.
• Distribution of required reports as requested by the Regional Manager and/or Operations Manager.
• Update office roster(s), verifying new agent or staff information with Operations Manager.
• Update the Marcus & Millichap Lobby Book with new inserts from the Communications Dept.
• Perform other duties as assigned by Operations Manager or Regional Manager.

Required Knowledge and/or Experience

• Knowledge of Windows XP environment
• At least a beginner's proficiency in Office XP Suite
• Strong organizational skills and attention to detail.
• Self motivated - performs with little direction. Desire to learn and move up.
• Desire to bring out the best from a variety of personalities
• Professional front office appearance and dress
• 1-3 years of Receptionist experience
• High School Education

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