Brokerage Coordinator

Job Title

Brokerage Coordinator

Job Description Summary

The Brokerage Coordinator works with the Brokerage Support, Marketing and Research teams to support Broker activity and needs. This position will provide critical support to the overall success of the Leasing Tenant Representation brokerage team business.

Job Description

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Collaborate with internal resources on marketing, research, deal booking and operations.
• Create and coordinate the creation to format, and maintain marketing materials (brochures, presentations, proposals, case studies, newsletters, email blasts, invitations, announcements, boards, aerials, tour books, bios, team materials etc.) using corporate standard templates.
• Create simple maps and aerials to illustrate relevant information regarding the property being marketed or list of properties for consideration.
• Apply corporate brand to all material and maintain consistency in appearance
• Prepare general excel charts, tables, and graphs
• Manage the distribution of e-blasts (templated property e-blasts, announcements etc.)
• Coordinate with other departments (marketing, research, finance) based on the needs of the team and client
• Provide sales, marketing and transaction support
• Supports client relationship management in partnership with Broker(s)
• Support timeliness of client deliverables

KEY RESPONSIBILITIES

• Pitch and Proposal Coordination
• Coordinate with internal functional groups on behalf of brokers in support of pursuits as needed. This includes obtaining and delivering necessary information for content creation for marketing deliverables (graphic design, mapping, etc.)
• Attend strategy sessions with brokers and other departments as necessary to generate creative/innovative ideas for pursuits
• Coordinate appointments with internal and external clients and arrange any other accommodation that may be required
• Serve as point of contact for client requests
• Perform research, property searches and site selections

BUSINESS DEVELOPMENT

• Collect and prepare information for client activity reports
• Execute property tour logistics for showing, including coordination with brokers and/or licensed professionals
• Create and administer marketing materials and collateral
• Update website content, social media, etc. on behalf of brokers
• Create budgets for broker projects in partnership with team
• Coordinate vendor services (e.g. photographs and aerials)
• Coordinate events (e.g. open houses, industry-related, etc.)
• Oversee and maintain marketing schedule (e.g. administration of e-comms) for respective clients
• Create market documents, tour books, property flyers, brochures and other marketing materials as needed for listings

MAINTAIN CLIENT RELATIONSHIP MANAGEMENT DATABASE

• Maintain and enter new leads and opportunities into the CRM system
• Generate project codes for corresponding deals for the proper recording of pursuit and deal-related expenses
• Run reports

DEAL DOCUMENTATION AND REVENUE ACCOUNTING

• Maintain team pipeline of active deals and pursuits
• Prepare and collect all deal-related documents, and follow up with all parties on the execution as required
• Maintain and process all expense reports for brokers
• Coordinate with Legal for review and approval of agreements as necessary
• Create deal sheets per listing agreements for review and approval
• Follow and adhere to deal management process by use of deal management system and submission of all applicable documentation required
• Maintain outstanding balances in CRM for brokers

MAINTAIN AND MANAGE RESEARCH DATABASES

• Support population of Internal Listing Database on behalf of brokers
• Enter new listings and share all required property information, availability, and additional information, as directed by fee-earner
• Maintain listings in external database

REQUIREMENTS

• Bachelor’s degree or equivalent
• 1-3+ years’ experience in marketing, administrative support or related field
• Commercial Real Estate Experience a plus
• Or similar combination of education and experience
• Excellent oral and written communication skills, including creating and editing marketing materials
• Proficiency with Microsoft Office Suite
• Proficiency with Adobe Creative Suite (InDesign, Illustrator, Photoshop) a Plus
• Detail oriented, self-starter, well organized, able to set priorities and handle multiple project