Client Services Coordinator

Client Services Coordinator

The Client Services Coordinator is responsible to support the management and operation of first class commercial office buildings in the Akridge portfolio as assigned. The Client Services Coordinator's primary obligation is to provide outstanding customer service to clients, investors, and vendors.

This position shall be responsible for supporting commercial properties in the downtown Washington DC area. This position will primarily sit at 3030 Potomac Avenue in Alexandria, VA.

The Client Services Coordinator will also coordinate with the Building Services, Leasing, Construction Management, and Accounting departments to provide outstanding customer service.

This position reports directly to the Property Manager or Portfolio Manager of the assigned properties and works in cooperation with the Building Services staff, property management staff, other members of the building team, outside contractors, and in the service of all Building Clients.

Position Responsibilities:

• Manage conference center reservations and billing report and processes. This role entails scheduling pre-event tours with the Client point of contact prior to the scheduled event, coordinating and supporting A/V needs, and post-event services such as logging out of systems.
• Establish and maintain a professional relationship with tenant representatives by visiting each Client contact on a regular basis (at least twice per month)
• Work in conjunction with other Akridge departments and all outside contracted personnel to provide Clients with the highest level of quality service
• Be familiar with all lease terms and requirements
• Communicate with Clients through the of Electronic Tenant Solutions software
• Coordinate Client relations activities with Niche by Akridge
• Event planning to include flier preparation for Niche events and pricing
• Respond promptly to all Clients inquires and follow up with all requests for services
• Perform administrative duties including invoice approval, access security fob administration, and contact management, electronic filing, keeping meeting minutes, managing certificates of insurance, and other duties as assigned
• Assist Property Manager and/or Portfolio Manager with budget preparation and with writing monthly reports
• Issue Client Manual and see that information is kept current
• Assist with contract management and preparation as requested
• Assist with creation, planning and implementation of building wide Client events
• Provide back up for the lobby attendant or security guard
• Provide notary services to building Clients
• Obtain initial proposals for manager to contact and approve with Client
• Prepare recurring monthly report sections for manager to finalize

Site Inspections and Building Operations

• Work with Chief engineer and Building Services staff to ensure that the building mechanical systems and grounds are clean, secure, energy efficient, operating properly and in compliance with building codes
• Maintain vacant space in secured and marketable condition at all times
• Maintain emergency procedures guidelines
• Oversee on-site contracted personnel to ensure that they provide our Clients with the highest quality service
• Develop professional working relationships with Leasing, Construction Management, Development, and Building Services
• Initiate work tickets as a result of site inspections and follow up with Engineer, Porter or Lobby Attendant
• Follow up with Clients on work orders

Contractor Assignments

• Act as contact for requests from Clients regarding contract work and contracted personnel. Initiate work request and/or arrange for contractor. Inform PM and follow up with contractor and Client.
• Schedule cyclical maintenance such as window washing, carpet cleaning, and elevator maintenance.

Work Tickets

• Input work tickets as needed. Close work tickets as requested by Property Manager and/or Portfolio Manager.
• Follow up status and classify for urgency. Keep operations team advised of problems in the building.

Client Surveys

• Distribute annual Client survey forms to all Clients and coordinate with Property Manager and/or Portfolio Manager on follow up of evaluations by letter and telephone.

Invoices

• Initiate invoices for all Client billable work performed by Akridge staff and outside contractors.
• Code all vendor invoices in accordance with the building budgets for approval by others.

Client Move-Ins

• Responsible for recurring procedures associated with Client move-ins including but not limited to: preparation and presentation of welcome packages (flowers, lunch, information); initiation of recycling program; follow up on order of directory strips, suite and building signage

Special Projects

• Initiate major non-recurring and capital improvements projects according to the budget schedule
• Assist with other financial reporting
• Assist with department-wide programs as requested

Conference Room MANAGEMENT

• Schedule and manage conference rooms or other public areas of the building
• Manage building staff with set up and break down of conference facility
• Assist with IT support for the conference facility
• Initiate invoices for conference room use
• Oversee general appearance and upkeep of the conference facility

Spending Authority

• The Client Services Coordinator must obtain approval from the Property Manager prior to making any expenditure on behalf of the building in excess of $500.

Miscellaneous Responsibilities

• Assist Engineer staff with administrative tasks.
• Assist with compliance with Akridge's internal building operational audit program (BOA).
• Attend weekly staff meetings as well as other regularly scheduled building meetings.
• Assist with creation, management and implementation of building's emergency preparedness plan.
• Assist with creation, management and implementation of building's sustainability plan.
• Assist with department-wide initiatives as assigned.

Position Requirements:

• Bachelor's degree preferred; high school diploma or GED required
• High level of professionalism and the ability to deal with various personalities
• Strong verbal communication skills, exemplary organizational skills, and the ability to meet deadlines and the ability to handle multiple priorities
• Proficient in Word and Excel and the ability to function on a variety of computer software programs