Brokerage Coordinator

Job Title Brokerage Coordinator Job Description Summary The Brokerage Coordinator will report to the Director of Operations or Office Manager and will serve as the support for a fee-earner and/or team. This position is responsible for support of client service activities such as pitches and proposals, transaction support, and fee-earner administrative support. The Broker Coordinator will interact with various departments within the organization on behalf of the fee-earner to ensure they are able to meet the needs of their clients. In this capacity, the Broker Coordinator will be viewed as a direct line of communication to the fee-earner themselves. Job Description Job Description Essential Duties and Responsibilities Manage database Support content creation process with regards to timeline and production cycle Coordinate with other departments based on the needs of the fee-earner Support timeliness of deliverables Provide sales and deal support Key responsibilities Pitch and Proposal Coordination Coordinate with Marketing, Research, and Financial Analyst on behalf of fee-earner for the creation of pitch/proposal as needed Attend strategy session with fee-earner and other departments as needed Coordinate with Marketing on behalf of fee-earner and deliver necessary information for creation of content (graphic design, mapping, etc.) Schedule meetings with fee-earner and other departments for review and feedback Schedule meetings with prospect and arrange any other accommodations that may be required, such as catering, transportation, and space reservations Coordinate with Brokerage Specialist and/or Marketing on the production of pitch/proposal when outside vendor is required for printing Perform basic data gathering, such as property searches and site selections, on behalf of fee-earner as appropriate Populate template market documents, such as tour books, property flyers, and brochures Schedule follow up meetings as necessary to review content Other Service Delivery Compile information to be used in periodic landlord leasing activity reports Handle client contact lists, including database management Execute property tour logistics for showing, including coordination with fee-earner and/or licensed professional, scheduling meeting with Prospect, and arranging any other accommodations that may be required (e.g., delivering food, reserving space) Coordinate the development of flyers, eBlasts or collateral on behalf of fee-earner with the Production Design Team. Maintain CRM Update CRM system on behalf of fee-earner Research potential conflict of new pursuits Coordinate with fee-earner on the timely delivery of necessary information for CRM maintenance Enter new leads and opportunities into the CRM system and update accordingly Provide Deal numbers as needed for the proper recording of pursuit and deal related expenses Review CRM with fee-earner to ensure the accuracy of the information Coordinate Events and Conferences Notify fee-earner of internal and external events and conferences Register fee-earner for desired events Coordinate travel and other logistics for fee-earner as necessary Deal Documentation and Revenue Accounting Follow up with all parties on the execution of deal related documents as required Prepare deal related documents and provide to fee-earner for review, approval, and delivery Coordinate with Legal for review and approval when template documents are insufficient Create deal sheet and provide to fee-earner and Director of Operations for review and approval Package Deal Sheet with deal documentation and submit to Revenue Accountant for processing Close Deal in CRM as required Maintain Databases Support population of Internal Listing Database on behalf of fee-earner Inputting new listings into database and uploading all required information to include but not limited to property, availability, and rental rate information Updating existing listings in database Removing inactive listings in database Coordinate with fee-earner for the collection of necessary information Coordinate with fee-earner for the timely collection of necessary information to maintain third party sites Respond to Data Requests Communicate requests with Marketing, Research, and Financial Analyst for the delivery of necessary information Maintain calendar of due dates and follow up as necessary Respond to requests under certain threshold, such as basic property or ownership searches Background and Experience Demonstrated experience should include: Bachelor’s Degree 2-4 years’ experience in a professional organization Proficiency in Microsoft Office applications Proficiency in Adobe Pro and Adobe Sign Proficiency in Adobe InDesign Competencies Strong written and oral communication skills Ability to multitask Ability to take direction from multiple sources Good project management skills Excellent attention to detail Demonstrated aptitude to solve problems and navigate through obstacles WORK ENVIRONMENT This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. The role participates in a rotation of office facilities services tasks. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to communicate with others and exchange accurate information; operate a computer and other office productivity machinery; move about the workplace; remain in a stationary position for 75% of the time; and extend hands and arms in any direction. OTHER DUTIES This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Other duties,