Brokerage Coordinator

Job Title

Brokerage Coordinator

Job Description Summary

Responsible for providing local Brokerage and Office support for commercial services within a specified market. This role will help to ensure that administrative and operational functions are provided to a local office in an efficient and effective manner. They will work closely with the Operations Manager and fee-earners within the market to provide support and implement strategic initiatives. Many of the duties are administrative in nature with a focus on marketing / business development support.

Essential functions and responsibilities

Creatively solve problems to ensure the market’s offices operate in an efficient and effective manner

Provide administrative support duties for the office and fee-earners.

Support mail room operations and staff when needed (i.e., mail sorting, postage machine, fax and copy machines)

Support office technology implementations, upgrades, support, facilities, telecommunications, emergency preparedness and business continuity planning

Ensure corporate standards and internal company processes and systems are leveraged

Act as a role model for the office staff

Pipeline Management, Revenue Reporting and Forecasting

Help promote culture of compliance within office for fee-earners to routinely update CRM system

Communicate and enforce guidelines on updating CRM system within office

Work with Operations Manager to follow up with fee-earners to update pipeline information

Track Listings and Deal-Related Expenses

Enter and update opportunity information in CRM system according to prescribed guidelines

Check for any conflicts/duplicates in opportunity ownership and elevate to fee-earner

Maintain tracking of expenses related to deals, using Commissions Accounting and CRM Systems

Assist in updating CRM Upon closing of deals

Collect necessary documentation and deliver to Commissions Accounting

Enter deal management calculations into CRM upon closing of deals

All other aspects of the deal process.

Support Sales, Transactions and Marketing

Assist in the Creation and/or editing of presentation materials including flyers, leasing proposals, eblasts and invitations using standard marketing approved templates.

Assist in the production and distribution of reports, proposals and other materials

Responsible for client / contact mailing campaigns

Creation and execution of tour books and other deliverables

Update and maintain client database

Tracking outstanding invoices

Enter Expense Reports

Collect expense reimbursement documents, such as receipts, and other information from fee-earners and submit for processing.

Attribute expenses to specific deals or other codes and track against deal budget

Other Administrative Duties

Manage purchasing and maintenance of office supplies.

Ordering through Workday, procurement, or outside vendor

Process vendor payment

Work with Operations Manager on business continuity issues such as emergency plans

Perform more administrative duties such as booking travel, answering phones, managing conference spaces, receiving guests, cleaning kitchens and conference spaces, collecting and distributing mail, run copy room or copier.

Assist with other aspects of meetings and managing calendars for a fee-earners and/or other department

Maintain confidential department records and office files in accordance to internal company procedures

Coordinate catering, venue selection, invitations, and other event planning activities as needed

Any other administrative or kitchen duties as needed.

Metrics

Role will be evaluated on the following:

Management of costs to budget

Positive attitude

Professionalism

Efficiency and dependability

Organization

Customer service and people skills

Desk and phone coverage

Timeliness and responsiveness to requests and conflict resolution

Ability to work well with Senior Leadership

Ability to set priorities, meet deadlines and multitask

Demonstrated experience should include:

College degree preferred

3-5 years of administrative support experience

HR administrative, accounting or marketing skills preferred

additional eligibility qualifications

Basic/Intermediate/Advanced Microsoft Office Suite skills, including Excel, Outlook, PowerPoint, Word

Knowledge of Indesign preferred

Ability to plan, organize and manage processes

Ability to deal and communicate effectively with all levels of staff and management

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones,…