Broker Assistant - Part-Time

Kidder Mathews; California; On-site; USD 25,000 - 39,000; Part time

Job summary

Kidder Mathews is seeking a part-time Broker Assistant in Encino, CA to support day-to-day activities for multiple brokers. The role involves client interfacing, marketing, and market reporting, with a focus on organization and follow-through.

The position supports Brokers Luke Staubitz, Harvey Beesen, and Andrew Difler, and requires strong computer and communication skills, attention to detail, and a professional, service-oriented approach. Office-based in Encino with a 20-hour weekly schedule.

Qualifications

• Strong computer skills (MS Excel, Word, PowerPoint, Outlook).
• Ability to prioritize, multi-task and utilize resources to execute tasks within a deadline oriented environment.
• Demonstrated sense of urgency with execution and follow up of tasks and providing required information.
• Ability to speak, write and understand English.
• Excellent communication and organizational skills.
• Ability to build relationships with clients, vendors and internal partners.
• Demonstrated ability to function in a team environment and proactively problem solve.
• Highly motivated and high level of initiative.
• Willingness and demonstration of professional development and continual learning.
• Professional, clean and neat appearance.
• Demonstrated accuracy and attention to detail.
• Professional and customer‑service oriented.
• Demonstrated commitment to continuous process improvement.
• Ability to partner with Broker and other internal stakeholders to coordinate activities to complete a common task.

Responsibilities

• Organize, review and manage pipeline, database, marketing tasks and upcoming assignments.
• Coordinate day-to-day interfacing with clients, including assignment tracking and updates.
• Coordinate creation of pitch and materials including Offering Memorandums and BOVs.
• Coordinate due diligence facilitation for in-process transactions.
• Manage marketing efforts: weekly/monthly reporting, newsletters, and updates on tracking websites.
• Manage expense process by tracking, allocating and organizing.
• Lead and coordinate summary preparation of available properties for sale/lease.
• Create mailing lists based on location and uses.
• Administer annual holiday appreciation gift process.
• Organize and maintain shared and individual drives with Broker.

Skills

MS Excel

MS Word

MS PowerPoint

MS Outlook

Prioritization

Multi-tasking

Communication

Customer service

English proficiency

Relationship building

Team player

Initiative

Education

High School Degree or equivalent

Bachelor’s degree preferred

Job description

Job Title: Broker Assistant

Location: 16030 Ventura Blvd #102, Encino, CA 91436

Part-Time: 20 hours / week

Job Summary: (Overall purpose and objective of the job)

The Broker Assistant is a point person for Luke Staubitz, Harvey Beesen, & Andrew Difler that will support their day-to-day operations of running their individual businesses. This position has a broad area of responsibility which can include direct client interfacing and follow-up to event planning to market reporting.

Essential Functions: (The reason this job exists is to perform these functions. These functions are performed regularly, seriously impacts other jobs, and there are a limited number of employees to whom performance of the function can be distributed).

• Organize, review and manage pipeline, database, marketing tasks and upcoming assignments
• Coordinate day-to-day interfacing with clients, including assignment tracking (i.e. prospect interaction) and marketing updates
• Coordinate creation of pitch and assignment materials including Offering Memorandums, Broker Opinion of Values and presentation leave behinds
• Coordinate due diligence facilitation for in-process transactions
• Manage marketing efforts, including:
  • Weekly/monthly reporting
  • Brokerage community marketing efforts (eflyers, postcards, newsletters)
  • Assignment updates on all tracking websites
  • Deal announcement(s)
• Manage expense process by tracking, allocating and organizing
• Lead and coordinate summary preparation of available properties for sale/lease
• Create mailing lists based on location, uses, etc., as needed
• Administer annual holiday appreciation gift process
• In partnership with Broker, organize and maintain shared and individual drives
• Manager hard piece mailers

Other Functions: (Incidental to the purpose or the job. These functions are performed infrequently and have little consequences to other jobs if not performed).

Perform other duties or projects as requested

Essential Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the competencies (minimum knowledge, skill, and ability) required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Skills and Ability:

• Strong computer skills (MS Excel, Word, PowerPoint, Outlook)
• Ability to prioritize, multi-task and utilize resources to execute tasks within a deadline oriented environment
• Demonstrated sense of urgency with execution and follow up of tasks and providing required information
• Ability to speak, write and understand English
• Excellent communication and organizational skills
• Ability to build relationships with clients, vendors and internal partners
• Demonstrated ability to function in a team environment and proactively problem solve
• Highly motivated and high level of initiative
• Willingness and demonstration of professional development and continual learning
• Professional, clean and neat appearance
• Demonstrated accuracy and attention to detail
• Professional and customer‑service oriented
• Demonstrated commitment to continuous process improvement
• Ability to partner with Broker and other internal stakeholders to coordinate activities to complete a common task

Education/Certification:

• High School Degree or equivalent required, Bachelor’s degree preferred; or a combination of education and experience. Washington Notary License preferred.

Required Knowledge:

• Basic understanding of the commercial real estate industry including leases, purchases and sales agreements; understanding of statistical and financials.

EXPERIENCe REQUIRED:

• 2+ years customer service or client facing experience;or4+ years CRE experience or a combination of experience and education.

Work Environment: (The work environment described here are representative of those that the employee must be in in order to successfully perform the essential functions of this job.)

• This is a standard office environment with standard office noise like talking, office equipment, etc.

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 talk and hear. The employee must frequently sit and use a computer for long periods of time. Specific vision abilities are required to do this job including close vision. The employee must sometimes lift and/or move items up to 10 pounds.

Supervisory Responsibilities: (scope of the person’s authority, including a list of jobs that report to this job).

• There are no direct supervisory responsibilities