Brokerage Coordinator

cw; Orlando (FL); Sur place; USD 42 000 - 62 000; Plein temps

Résumé du poste

cw Brokerage Coordinator is needed in Orlando to provide local office and administrative support for commercial services. You will work with the Operations Manager and fee-earners to implement initiatives and ensure efficient operations.

Key duties include pipeline management, CRM updates, expense tracking, and coordinating marketing materials, meetings, travel, and vendor payments. The role emphasizes organization, accuracy, and professional communication within a collaborative team.

Qualifications

• College degree preferred.
• 3-5 years of administrative support experience.
• HR, accounting or marketing skills preferred.
• Knowledge of Indesign is a plus.
• Ability to plan, organize and manage processes.
• Ability to communicate with all levels of staff and management.

Responsabilités

• Provide administrative support for the office and fee-earners.
• Support mail room operations and office technology implementations.
• Maintain CRM and track pipeline, expenses and deal-related activities.
• Create and edit presentation materials and marketing collateral.
• Coordinate meetings, travel, and vendor payments.
• Ensure compliance with corporate standards and processes.

Connaissances

Office administration

CRM maintenance

Communication skills

Formation

College degree preferred

Outils

Microsoft Office Suite

Indesign

Description du poste

Job Title

Brokerage Coordinator

Job Description Summary

Responsible for providing local Brokerage and Office support for commercial services within a specified market. This role will help to ensure that administrative and operational functions are provided to a local office in an efficient and effective manner. They will work closely with the Operations Manager and fee-earners within the market to provide support and implement strategic initiatives. Many of the duties are administrative in nature with a focus on marketing / business development support.

Job Description

Essential functions and responsibilities

• Creatively solve problems to ensure the market's offices operate in an efficient and effective manner
• Provide administrative support duties for the office and fee-earners.
• Support mail room operations and staff when needed (i.e., mail sorting, postage machine, fax and copy machines)
• Support office technology implementations, upgrades, support, facilities, telecommunications, emergency preparedness and business continuity planning
• Ensure corporate standards and internal company processes and systems are leveraged
• Act as a role model for the office staff
• Pipeline Management, Revenue Reporting and Forecasting
• Help promote culture of compliance within office for fee-earners to routinely update CRM system
• Communicate and enforce guidelines on updating CRM system within office
• Work with Operations Manager to follow up with fee-earners to update pipeline information
• Track Listings and Deal-Related Expenses
• Enter and update opportunity information in CRM system according to prescribed guidelines
• Check for any conflicts/duplicates in opportunity ownership and elevate to fee-earner
• Maintain tracking of expenses related to deals, using Commissions Accounting and CRM Systems
• Assist in updating CRM Upon closing of deals
• Collect necessary documentation and deliver to Commissions Accounting
• Enter deal management calculations into CRM upon closing of deals
• All other aspects of the deal process.

Support Sales, Transactions and Marketing

• Assist in the Creation and/or editing of presentation materials including flyers, leasing proposals, eblasts and invitations using standard marketing approved templates.
• Assist in the production and distribution of reports, proposals and other materials
• Responsible for client / contact mailing campaigns
• Creation and execution of tour books and other deliverables
• Update and maintain client database
• Tracking outstanding invoices

Enter Expense Reports

• Collect expense reimbursement documents, such as receipts, and other information from fee-earners and submit for processing.
• Attribute expenses to specific deals or other codes and track against deal budget

Other Administrative Duties

• Manage purchasing and maintenance of office supplies.
• Ordering through Workday, procurement, or outside vendor
• Process vendor payment
• Work with Operations Manager on business continuity issues such as emergency plans
• Perform more administrative duties such as booking travel, answering phones, managing conference spaces, receiving guests, cleaning kitchens and conference spaces, collecting and distributing mail, run copy room or copier.
• Assist with other aspects of meetings and managing calendars for a fee-earners and/or other department
• Maintain confidential department records and office files in accordance to internal company procedures
• Coordinate catering, venue selection, invitations, and other event planning activities as needed
• Any other administrative or kitchen duties as needed.

Metrics

• Management of costs to budget
• Positive attitude
• Professionalism
• Efficiency and dependability
• Organization
• Customer service and people skills
• Desk and phone coverage
• Timeliness and responsiveness to requests and conflict resolution
• Ability to work well with Senior Leadership
• Ability to set priorities, meet deadlines and multitask

BACKGROUND AND EXPERIENCE

• College degree preferred
• 3-5 years of administrative support experience
• HR administrative, accounting or marketing skills preferred
• additional eligibility qualifications
• Basic/Intermediate/Advanced Microsoft Office Suite skills, including Excel, Outlook, PowerPoint, Word
• Knowledge of Indesign preferred
• Ability to plan, organize and manage processes
• Ability to deal and communicate effectively with all levels of staff and management

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.

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