Client Coordinator - Facility Services

Job Summary:

The Client Coordinator is a vital member of the dispatch team at PRS, ensuring seamless project coordination and communication, driving efficiency and profitability. They manage emails, calls, work orders, and vendor relationships with accuracy and timeliness. They also assist with accounting issues, support team training, and be part of the on-call rotation. This role requires organizational skills and attention to client satisfaction.

Supervisory Responsibilities:

None

Duties/Responsibilities:

The essential functions include, but are not limited to the following:

• Communicates effectively with vendors, clients, and managers to ensure clear understanding and alignment on project details.
• Manages individual workflow to ensure timely resolution of outstanding tasks.
• Verifies client ETAs on each work order and proactively addresses any potential conflicts or delays.
• Maintains consistent contact with vendors regarding updates, quotes, and invoices to track progress and address issues.
• Identifies and corrects errors in quotes to ensure accuracy and maintain budget integrity.
• Enters vendor and client quotes into Facilities Exchange for accurate record-keeping and project management.
• Negotiates rates and prices for labor and materials to ensure cost-effectiveness and adherence to budget guidelines.
• Manages and maintains profit percentage set by Manager to contribute to financial goals and profitability.
• Resolves accounting issues as needed to ensure accurate financial records and compliance.
• Uses the Interactive Voice Recognition system to check in and out vendors, accurately update work order statuses in appropriate Systems, and provide timely updates to clients.
• Attends bi-weekly team and company meetings to stay informed, contribute to discussions, and maintain alignment with company goals.
• Participates in on-call rotation (mandatory after six months) and voluntary Saturday rotation to provide timely support and address urgent needs.
• Dispatches assigned work orders by reviewing previous work history and scheduling appointments with vendors and clients.
• Recruits new vendors proactively or reactively to meet project needs and ensure a diverse and reliable vendor pool.
• Assists other Dispatch Coordinators and Supervisors as required, based on task prioritization and manager assignment.

Required Skills/Abilities:

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Ability to prioritize tasks and to delegate them when appropriate.
• Ability to function well in a high-paced environment.
• Proficient with Microsoft Office Suite or related software.

Education and Experience:

• High school diploma or GED equivalent required.
• Previous experience in an office environment preferred.

Physical Demands:

• Continual periods of sitting at a desk and computer.
• Frequent reaching for files and documents, bending to file papers, and twisting to answer phone calls.
• Extensive use of hands and fingers for typing, writing, and using a computer mouse.
• Occasionally lifting and carrying moderate weight (up to 25 pounds) of files, binders, and office equipment.
• Extensive use of close vision, distance vision, and the ability to adjust focus.

Work Environment:

• Primarily working in an office environment with standard lighting and temperature control.
• Some background noise from colleagues, phones, and printers, but generally quiet working conditions.

Benefits:

• Exceptional Work Culture: Be part of a team that values innovation, collaboration, and a positive environment where your ideas matter
• Work-Life Harmony: We understand the importance of balance. Enjoy flexible schedules that let you thrive both at work and in your personal life
• Comprehensive Medical Coverage: Your health is our priority. Benefit from top-tier medical plans that keep you and your family secure
• Dental and Vision Benefits: We've got your smile and sight covered with excellent dental and vision insurance plans
• Generous Paid Time Off (PTO): Rest, travel, or pursue your passions with our ample PTO policy
• Paid Holidays: In addition to our PTO plan, employees receive seven paid holidays
• Robust 401k with Company Match: Plan for your future with our competitive 401k plan, featuring a generous company match
• Life Insurance for Peace of Mind: Feel secure knowing you and your loved ones are protected with our life insurance policies after one year of employment
• Flexible Spending Accounts (FSA): Manage your healthcare expenses with ease using our FSA options

Equal Opportunity Employer: Professional Retail Services is an equal opportunity employer and values diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

Drug-Free Workplace: Professional Retail Services is committed to maintaining a drug-free workplace. All employees are required to comply with our drug-free workplace policy.

Background Check Notice: We may conduct background checks on potential hires.

At-Will Employment: Employment with Professional Retail Services is at-will, meaning that either you or the company can terminate the employment relationship at any time with or without notice.

ADA Statement: Professional Retail Services is an ADA compliant employer and provides reasonable accommodations to qualified individuals with disabilities who request them. Please contact our HR department at HR@profretail.com to request an accommodation.

Job Type: Full-time

Pay: $20.00 - $22.00 per hour

Expected hours: 37.5 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Experience:

• Client Coordinator: 1 year (Required)
• Customer Service: 2 years (Required)
• Microsoft Office: 1 year (Required)

Work Location: In person

Salary : $20 - $22