Brokerage Coordinator

About the role

The Brokerage Coordinator position is responsible for the administrative and operational support of a team of brokers. The role focuses on providing support for various Healthcare and Life Sciences Advisory Services portfolios and clients.

Responsibilities

• Prepare high-level designed deliverables, proposals, and presentation decks incorporating text, charts, tables, and other documents using various software packages.
• Develop and modify existing marketing collateral (informational factsheets, marketing packages, presentations, brochures, direct mail and eblasts, etc.) using design software (i.e., Adobe Acrobat Creative Cloud, Canva).
• Gather and compile relevant data and real estate market information for use in presentations, meetings, analysis, and proposals.
• Update and maintain contact databases to track prospects, tenants, clients, and deal information.
• Process client's lease documents through various client-driven processes.
• Prepare negotiation summaries/RFP comparison matrixes.
• Track and report marketing activity, listing expirations, and other critical dates.
• Provide advanced administrative support, including detailed calendar management, correspondence, invoice tracking, presentations, and assembling reports.
• Schedule and organize meetings, events, conference calls, and conference room reservations.
• Assist brokers with client interactions, document preparation, and transaction management.
• Prepare and review contracts, agreements, and other legal documents.
• Regularly design and schedule Click Dimensions e-mail blasts.
• Ensure all transactions follow legal and regulatory requirements.
• Oversee various administrative tasks including social media posts and branding, scheduling appointments, managing office supplies, and coordinating meetings and events.
• Produce tour books, assist with market surveys, and coordinate tour schedules.
• Ensure accuracy of property information across all platforms (i.e., CoStar, xRM, VTS, Crexi, etc.).
• Review complex real estate documents as part of the team’s leasing process and identify key economics.
• Complete accounting tasks including expense reports, pipeline entries, deal sheets, invoices, XRM reports and related items.
• Coordinate travel arrangements including air reservations, scheduling options, hotel reservations, and car rental reservations.
• Develop travel itineraries to correspond with current schedules.
• Maintain professional, positive, and proactive performance at all times.

Requirements

• A bachelor’s degree in business, economics, marketing, real estate, or related field preferred.
• A minimum of 2-4 years of administrative experience, in commercial real estate a plus.
• Proficiency with Microsoft Word, Teams, Excel, PowerPoint, Access, CRM/Database Management, Adobe Acrobat, social media platforms and Outlook.
• Expert with Adobe InDesign and Photoshop to create marketing brochures, proposal brochures and team branding materials.
• Flexible attitude, solution-focused and proven analytical and problem-solving abilities.
• A strong desire to tackle new projects to assist a high performing team.
• Excellent interpersonal skills - effective verbal and written communication skills.
• Resourceful approach to effectively managing workloads to meet deadlines, while delivering high quality work in a fast-paced environment.
• Strong attention to detail - excellent proofreading and editing skills.
• Able to maintain discretion regarding personnel and industry-related matters.
• A strong work ethic and sense of responsibility, reliability, and responsiveness.
• Uses a computer in conjunction with various software packages the majority of the day.
• Uses office equipment (copiers, binders, phone system, etc.).
• Uses audio-visual equipment.