Job Summary:

The Client Coordinator is responsible for administrative duties for all booked and scheduled estate sales. Once the office receives a signed estate sales contract from a client, it becomes the Client Coordinator’s responsibility to coordinate from start to finish, the estate sale process. Beginning with countersigning the contract, the Client Coordinator assumes responsibility for the organization and scheduling and client communication pertaining to the estate sale process. The Client Coordinator is also responsible for managing all client questions and concerns either personally, or by delegating to the True Legacy Homes team member best suited to help. All client communication comes from the Client Coordinator who keeps the estate sale field team members informed, as needed.

Salary: $21.00-$25.00 per hour

Status: Full-time / hourly / non-exempt

Schedule: Monday - Friday / 8:00am - 5:00pm

This is an in-person position

Duties and Responsibilities:

• Manage and organize all signed estate sales contracts.
• Responsible for countersigning all estate sales contracts.
• Sends clients estate sale email confirmation with instructions.
• Create Dropbox folders and file completed contracts and payments forms to applicable client folders.
• Provide excellent customer service and communication which includes sending the following emails to clients: opening email, key exchange/walk-through email, post-sale email, results email, final invoice email (payment due/owed), donation receipt email.
• Resolves client concerns and/or grievances. Escalates to the appropriate True Legacy Homes manager, if necessary.
• Uses discretion when applying client discounts to appease the client.
• Monitor and follow-up on Yelp reviews.
• Provides excellent customer service skills.
• Coordinates, plan and communicate with operations managers about the following estate sale details: Scheduling of key exchanges and walkthroughs, scheduling of donation & debris.
• Assist estate sale field team members with questions regarding labor hours and refer out to Human Resources, as appropriate.
• Create, manage, approve, and distribute all estate sale results and final invoices.
• Manage the results spreadsheet/database to produce results final invoices.
• Calculate donation & debris fees.
• Upload and approve all estate sales bills, donation forms and debris invoices to the Bill.com platform. Verify estate sale cash deposits.
• Follow up with unpaid invoices and refer to Controller, as appropriate.
• Maintain organization of Estate Sales team Dropbox folders. Check that all final paperwork is uploaded and filled out correctly.
• Review EstateSales.net ads. Specifically check the descriptions, photos, and dates for accuracy.
• Post all sales to the True Legacy Homes website.
• Create and send out weekly email blast to shoppers.
• Retrieve and sort all incoming U.S. mail for the San Diego office.
• Manage rental unit business tax bills by completing the tax exemption forms and mailing them to the City of San Diego.
• Assist in the coordination and management of utility transfer requests for all True Legacy Homes acquired properties.
• Assist in the development and updating of True Legacy Homes training program.
• Manage sale selection for secret shopper assignment.
• Assist Inside Sales Manager, as needed, with sending leads for follow-up, following up on outstanding contracts, and fielding incoming leads.

Requirements:

• Excellent interpersonal and customer service skills.
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Must be able to communicate with and relate to a diverse staff and clients in a courteous and professional manner.
• Minimum of one (1) year of office management experience.
• Highly proficient in Microsoft Office Suite, SalesForce, QuickBooks Time, and other work related software.
• Must possess a high level of integrity.
• Ability to prioritize tasks and work efficiently.
• Ability to function well in a high-paced and at times stressful environment.
• Must have a valid Driver’s License (Class C).

Preferred Education and Experience:

• Bachelor’s Degree in related field.
• 2-3 years of office management experience.

Physical Requirements:

• The nature of the position requires prolonged periods of sitting.
• May on occasion require prolonged periods of walking or standing.
• Must be able to lift, push, pull up to 15lbs.
• Bending and Stooping: Bending body downward and forward by bending spine at waist.
• Climbing: Ascending or descending ladders or stairs using feet and legs and/or hands and arms. Body agility is emphasized.
• Mobility Requirement: Ability to get from one location to another.
• Kneeling: Bending legs at knees to come to rest on one or both knees.
• Repetitive Motion: Substantial movements of the wrists, hands, fingers, and/or upper body for sustained periods of time, including using extremities to drag, push, pull or grasp.
• Visual Requirements: Able to see and read computer screens, small electronic devices, and maps.
• Hearing Requirement: Able to detect specific noises for proper equipment operation.

Benefits:

• Employer sponsored medical benefits
• 401(k)
• 401(k) employer match of up to 2%
• Paid holidays
• Paid time off
• Growing company
• Modern management style

EEO Statement

True Legacy Homes provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.