Brokerage Coordinator - Administrative Support

Job Title

Brokerage Coordinator - Administrative Support

Job Description Summary

We are seeking a Brokerage Coordinator to support a market-leading team of Brokers at a top global real estate services firm. The role consists of execution of work related to commercial real estate transactions and client deliverables. This individual must be a collaborative team player with a can-do mindset and will participate in regular business and team meetings. It is a multifaceted role requiring strong organizational skills, plus the ability to take some initiative and multi-task in a fast-paced environment. The Brokerage Coordinator will be trained and become highly proficient with the internal systems including contract programs, Workday, Salesforce, Microsoft and Adobe applications. This is a front-of-the-house position that will be responsible for coordinating day to day office operations, directing call inquiries and administering to commercial sale and leasing transactions.

Job Description

Administrative Functions

• Prepare AIR Forms - Purchase and Sale Agreements, Leases Agreements, Tenant Estoppels and Disclosures (Property Information Sheets and Seller’s Mandatory Disclosure)
• Draft Listing Agreements – Cushman & Wakefield and AIR Forms. Coordinate with Legal Department and management to finalize for execution and tracking
• Prepare and format Letters of Intent, Proposals to Lease or Purchase, Counter Responses and other Transaction Related Correspondences
• Enter new listings into Salesforce to generate project codes for corresponding deals
• Enter new opportunities into Salesforce and prepare invoices as needed for fee-earner
• Follow and adhere to deal management process and submission of all applicable documentation required—collect all deal-related documents, and follow up with all parties as required if missing items
• Organize all agreements, property information and due diligence materials for each pursuit and transaction
• Support timeliness of team’s deliverables
• Coordinate marketing efforts with corporate marketing functions
• Create, enter and maintain listings in external listing multiple services (AIR, LoopNet, and CoStar)
• Maintain and account for our subscription with LoopNet and our team’s listings posted within
• Maintain team’s internal active list of property listings and pursuits
• Prepare property surveys, tour books, property flyers/brochure and other marketing materials as needed
• Research availabilities and comps in listing multiple service and internal Cushman & Wakefield database
• Prepare revenue forecasting information on brokerage team revenue as directed by the Operations Manager
• Day-to-Day Office Operations
• Greet all guests and coordinate any onsite meetings by scheduling conference rooms & catering on an ad hoc basis
• Develop a familiarity with conference room AV equipment and assist employees and guests with presentation tools
• Collect and distribute mail and packages
• Maintain breakroom & copy room supplies
• Answer and direct phone calls to the appropriate broker or department

Requirements:

• Bachelor’s degree or equivalent
• 1-3 Years’ experience in marketing, administration or related field; or similar combination of education and experience
• Excellent oral and written communication skills
• Strong time management and prioritizing ability
• Proficiency with Microsoft Office Suite, particularly Microsoft Word, Excel and PowerPoint
• Familiarity with Adobe Creative Suite programs a plus
• Detail oriented, self-starter, well organized, able to set priorities and handle multiple projects at any given time, and comfortable working in a fast-paced environment independently
• Demonstrated strong interpersonal skills
• History of excellent internal and external customer service

Physical Requirements:

• Involves work of a general office nature; typically includes extended periods of sitting and/or operation of a computer for 8 hours a day
• May involve periods of standing, such as operating at machines including copiers, scanners, binding, cutting, and folding
• Some overtime may be required
• Regularly required to lift supply boxes; some could weigh up to 30 pounds
• Extensive walking through out the office
• Regularly required to talk, hear, and use hands and fingers to write and type
• Ability to speak clearly so others can understand you
• Ability to read and understand information and ideas presented orally and in writing
• Ability to communicate information and ideas in writing and orally so others will understand
• Regularly required to utilize vision abilities, allowi