Client Services Coordinator/Administrative Assistant

Kidder Mathews - Phoenix, AZ4.1


This is an exciting opportunity to join a team of 3 successful Brokers, provide support for them and learn or further develop in the Commercial Real Estate industry!

Job Summary: (Overall purpose and objective of the job in paragraph or bullet form)

The Client Services Coordinator is a point person for a group of 3 Brokers that will support their day to day operations of running their individual businesses. This position has a broad area of responsibility which can include direct client interfacing and follow up to event planning to market reporting.

Essential Functions: (The reason this job exists is to perform these functions. These functions are performed regularly, seriously impacts other jobs, and there are a limited number of employees to whom performance of the function can be distributed).

  • Partner with Broker Staff and help prepare correspondences, proposals, reports, leases, presentation packages, flyers, e-flyers, etc.
  • Track and maintain a database including contacts, information on projects and properties (tenant information, lease information, copies of leases and any other documentation, marketing activity, etc.), deal pipeline, and invoicing/commission/team accounting data
  • Create proposal templates for each project listing accurately and on time
  • Ensure listing sites are current and accurate
  • Ensure CoStar updated weekly with internal information and inform Brokers of new or significant changes to others listings
  • Prepare new listing agreements, track upcoming expirations and prepare renewal letters ensuring on time execution
  • Compile necessary information for new listings including required forms for the Listings Database team and sign requests
  • Field calls from clients and potential clients, answer questions about availabilities, gather and provide market information, coordinate tours of available space
  • Provide team updates of any listings over 6 months old
  • Provide updates to clients - monthly project reports, quarterly market reports, newsletter, etc.
  • Prepare voucher forms and submit to accounting
  • Manage e-flyer and team calendars; coordinate team meetings
  • Compile and disseminate due diligence materials in disposition listings as requested
  • Plan and execute client open houses partnering with both Brokers and client regarding budget
  • Assist with property photography, as needed
  • May deliver to or pick up items from clients or lock/unlock facilities
  • May require minimal local travel

Essential Qualification: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the competencies (minimum knowledge, skill, and ability) required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions).

High School Degree or equivalent required, Bachelor’s degree preferred; or a combination of education and experience; AZ RE License is preferred

Required Knowledge:
Understanding of the commercial real estate industry including leases, purchases and sales agreements; understanding of statistics and financials

Experience Required:
2+ years customer service or client facing experience;
2+ years administrative experience; 4+ years CRE experience or a combination of experience and education

Skill and Ability:
Strong computer skills (MS Excel, Word, PowerPoint, Outlook)
Demonstrated proficiency using real estate tools (Google Maps, CoStar, LoopNet, internal systems, etc.)
Ability to prioritize, multi-task and utilize resources to execute tasks within a deadline oriented environment
Demonstrated sense of urgency with execution and follow up of tasks and providing required information
Ability to speak, write and understand English
Excellent communication and organizational skills
Ability to build relationships with clients, vendors and internal partners
Demonstrated ability to function in a team environment and proactively problem solve
Highly motivated and high level of initiative
Willingness and demonstration of professional development and continual learning
Professional, clean and neat appearance
Demonstrated accuracy and attention to detail
Professional and customer-service oriented
Demonstrated commitment to continuous process improvement
Ability to partner with team to coordinate activities to complete a common task
Ability to travel locally
Must have working vehicle, valid driver license and current auto insurance

Kidder Mathews ( is the leading privately-held commercial real estate services firm on the West Coast and offers a full spectrum of property management, brokerage, and valuation advisory services to a diverse clientele that includes institutional and private investors, corporations, public agencies, and non-profit organizations.

Kidder Mathews currently manages a commercial property portfolio of in excess of 50 million square feet, with asset value in excess of $7 billion. The firm also provides brokerage, development, building engineering, project and construction management, consulting, capital markets, and sustainability services from 21 offices throughout the West Coast.

Founded in Seattle in 1969, Kidder Mathews has built a reputation of absolute integrity, high-level commercial real estate expertise and incredible client service.

With offices in Washington, Oregon, California, Arizona and Nevada, Kidder Mathews is an expanding, dynamic, vibrant and entrepreneurial firm and has been consistently recognized as a “best place to work” in multiple markets.

Our Brokerage Division is Kidder Mathews largest division. This position supports our Brokerage team by providing administrative, marketing and facilities support. Our compensation is competitive with a full suite of benefits offered. In addition, we offer a fun work environment where getting to know one another and off-site and in-office gatherings are the norm.

For more details and to be considered, please go to our company site to apply:

Job Type: Full-time


  • Commercial Real Estate: 4 years (Preferred)
  • Customer Service: 2 years (Preferred)
  • Administrative: 2 years (Preferred)

Benefits offered:

  • Paid time off
  • Health insurance
  • Dental insurance
  • Healthcare spending or reimbursement accounts such as HSAs or FSAs
  • Other types of insurance
  • Retirement benefits or accounts
  • Employee discounts
  • Workplace perks such as food/coffee and flexible work schedules