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Client Services Coordinator
Client Services Coordinator
Client Services Coordinator
Posted 3 days ago
- London, Greater London
- Any
- External
Position Title:
Client Services Coordinator
Location:
London
Salary:
£40,000 - £45,000 per annum
Reports to:
Portfolio Management Director
Position Overview:
Capstone have partnered with a leading real estate consultancy, who focus on development management and project management for luxury hospitality and residential properties. They are looking to hire an exceptional Client Services Coordinator, who will play a pivotal role in supporting and coordinating the Client Services function, ensuring that the team delivers an exceptional and unparalleled experience for their clients when visiting their luxury properties worldwide. The focus will be on day-to-day residential operations, providing administrative support, managing maintenance and security requests, assisting with client services, and ensuring smooth financial administration. This role requires excellent organizational skills, attention to detail, and the ability to collaborate across multiple teams.
Key Responsibilities:
General Administration and Coordination
Provide comprehensive administrative and coordination support to the Client Services function.
Implement consistent and transparent document management practices, including record-keeping and information storage.
Ensure that all team members utilize up-to-date and accurate documentation in accordance with standard policies and procedures.
Assist with travel arrangements for team members and residence staff when necessary, in coordination with the travel provider.
Manage the team calendar, organize diary invites, and share agendas and minutes before and after meetings.
Maintenance and Security
Serve as the first point of contact for maintenance and security requests, tracking, triaging, and assigning jobs via the job platform.
Regularly report on job metrics and ensure contractor worksheets are accurately collated.
Assist in maintaining accurate property utility accounts and keeping the asset tracker for each property up-to-date, including annual maintenance contracts.
Support the booking of basic preventative maintenance services as required.
Client Services Support
Track timesheets and validate recruitment invoices against schedules.
Assist the Leads in maintaining centralized records of temporary residential staff hours, flagging exceptions and anomalies, especially regarding exceeding standard hours.
Help maintain records of temporary residential staff invoices by month across properties.
Keep an up-to-date supplier contact list across client services.
Provide general assistance with OS&E schedules, inventory management, and client requests, including OS&E purchasing and personal shopping.
Coordinate account openings and equipment requests for new starters, collaborating with IT, Finance, and People & Culture teams.
Coordinate account closures and equipment retrievals for leavers in collaboration with relevant teams.
Finance Administration
Act as the liaison between Finance and Client Services, implementing processes that enhance efficiency, accuracy, and governance.
Review purchase orders (POs) on NetSuite on behalf of the team and ensure accurate coding for property spend reports.
Manage all prepaid cards for the Client Services team, overseeing new requests, spend management, and coding in line with Finance guidelines.
Skills and Qualifications:
Strong organizational and multitasking abilities with a focus on detail and accuracy.
Excellent communication and interpersonal skills for effective collaboration with multiple teams.
Proficiency in document management, record-keeping, and information storage practices.
Familiarity with maintenance and security coordination, as well as client service operations.
Experience with financial administration, including PO review, coding, and spend management.
Ability to handle sensitive information with confidentiality and professionalism.
This role is ideal for someone with a proactive attitude, a passion for delivering high-quality client service, and the ability to manage various tasks in a fast-paced environment.
If you are interested in this exciting opportunity, please contact Sam Lee on 020 ##### ##### or email #####.
Client Services Coordinator
Location:
London
Salary:
£40,000 - £45,000 per annum
Reports to:
Portfolio Management Director
Position Overview:
Capstone have partnered with a leading real estate consultancy, who focus on development management and project management for luxury hospitality and residential properties. They are looking to hire an exceptional Client Services Coordinator, who will play a pivotal role in supporting and coordinating the Client Services function, ensuring that the team delivers an exceptional and unparalleled experience for their clients when visiting their luxury properties worldwide. The focus will be on day-to-day residential operations, providing administrative support, managing maintenance and security requests, assisting with client services, and ensuring smooth financial administration. This role requires excellent organizational skills, attention to detail, and the ability to collaborate across multiple teams.
Key Responsibilities:
General Administration and Coordination
Provide comprehensive administrative and coordination support to the Client Services function.
Implement consistent and transparent document management practices, including record-keeping and information storage.
Ensure that all team members utilize up-to-date and accurate documentation in accordance with standard policies and procedures.
Assist with travel arrangements for team members and residence staff when necessary, in coordination with the travel provider.
Manage the team calendar, organize diary invites, and share agendas and minutes before and after meetings.
Maintenance and Security
Serve as the first point of contact for maintenance and security requests, tracking, triaging, and assigning jobs via the job platform.
Regularly report on job metrics and ensure contractor worksheets are accurately collated.
Assist in maintaining accurate property utility accounts and keeping the asset tracker for each property up-to-date, including annual maintenance contracts.
Support the booking of basic preventative maintenance services as required.
Client Services Support
Track timesheets and validate recruitment invoices against schedules.
Assist the Leads in maintaining centralized records of temporary residential staff hours, flagging exceptions and anomalies, especially regarding exceeding standard hours.
Help maintain records of temporary residential staff invoices by month across properties.
Keep an up-to-date supplier contact list across client services.
Provide general assistance with OS&E schedules, inventory management, and client requests, including OS&E purchasing and personal shopping.
Coordinate account openings and equipment requests for new starters, collaborating with IT, Finance, and People & Culture teams.
Coordinate account closures and equipment retrievals for leavers in collaboration with relevant teams.
Finance Administration
Act as the liaison between Finance and Client Services, implementing processes that enhance efficiency, accuracy, and governance.
Review purchase orders (POs) on NetSuite on behalf of the team and ensure accurate coding for property spend reports.
Manage all prepaid cards for the Client Services team, overseeing new requests, spend management, and coding in line with Finance guidelines.
Skills and Qualifications:
Strong organizational and multitasking abilities with a focus on detail and accuracy.
Excellent communication and interpersonal skills for effective collaboration with multiple teams.
Proficiency in document management, record-keeping, and information storage practices.
Familiarity with maintenance and security coordination, as well as client service operations.
Experience with financial administration, including PO review, coding, and spend management.
Ability to handle sensitive information with confidentiality and professionalism.
This role is ideal for someone with a proactive attitude, a passion for delivering high-quality client service, and the ability to manage various tasks in a fast-paced environment.
If you are interested in this exciting opportunity, please contact Sam Lee on 020 ##### ##### or email #####.