Brokerage Services Coordinator (Administrative)

Newmark; Dallas (TX); On-site; USD 42,000 - 65,000; Full time

Job summary

Newmark in Dallas, TX is seeking an organized and proactive Administrative/Executive Assistant to support the Retail team. The ideal candidate will manage travel logistics, client coordination, and day-to-day operations in a fast-paced, professional services environment.

This in-office role requires strong communication, confidentiality, and the ability to handle multiple priorities with discretion. You will collaborate across teams, support events, and maintain meticulous records to ensure

Qualifications

• 3–5 years administrative or executive support experience.
• Experience in commercial real estate or professional services preferred.
• Excellent written and verbal communication.

Responsibilities

• Serve as the primary administrative point of contact for the Retail team and respond promptly to broker and client requests.
• Arrange business and personal travel, including flights, hotels, ground transportation, itineraries, and last-minute travel changes.
• Coordinate client meals, dinners, and other on-site or off-site hospitality arrangements.
• Prepare and submit expense reports in a timely and accurate manner for supported brokers.
• Troubleshoot routine technology issues and introduce useful new tools or technology to improve team efficiency.
• Track deadlines, follow-up items, and meeting agendas to help brokers stay organized and prepared.
• Maintain electronic filing systems and save required documents to shared drives and server.
• Order lunches and maintain office hospitality items, kitchen supplies, and snacks for team needs.
• Track professional license renewals and remind team members of upcoming deadlines and required classes.

Skills

Executive support

Team operations

Client coordination

Office software

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

CRM systems

Billing systems

Job description

Job Description

The ideal candidate is a self-starter who is comfortable managing multiple priorities in a fast-paced, transaction-driven, client-focused professional services environment and exercises sound judgment, discretion, and confidentiality. This role supports team operations, travel logistics, events, and documentation across a variety of retail, development, landlord, and tenant-related assignments.

Job Description

The ideal candidate is a self-starter who is comfortable managing multiple priorities in a fast-paced, transaction-driven, client-focused professional services environment and exercises sound judgment, discretion, and confidentiality. This role supports team operations, travel logistics, events, and documentation across a variety of retail, development, landlord, and tenant-related assignments.

This is an in-office position during normal weekday business hours.

Responsibilities

Primary Responsibilities

Team Operations & Executive Administrative Support

• Serve as a primary administrative point of contact for the Retail team and respond promptly to broker and client requests.
• Arrange business and personal travel, including flights, hotels, ground transportation, itineraries, and last-minute travel changes.
• Coordinate client meals, dinners, and other on-site or off-site hospitality arrangements.
• Prepare and submit expense reports in a timely and accurate manner for supported brokers.
• Troubleshoot routine technology issues and introduce useful new tools or technology to improve team efficiency.
• Track deadlines, follow-up items, and meeting agendas to help brokers stay organized and prepared.
• Maintain electronic filing systems and save required documents to shared drives and server.
• Order lunches and maintain office hospitality items, kitchen supplies, and snacks for team needs.
• Track professional license renewals and remind team members of upcoming deadlines and required classes.

Client Engagement, Events & Relationship Coordination

• Support ongoing work for various developments and tenant-related assignments, including coordination with clients as needed rather than in a dedicated account management capacity.
• Event and Conference Coordination: assist in planning and coordinating industry conferences, client functions, team events, dinners, and off-site meetings.
• Oversee conference calendars, invitations, schedule alignment, and meeting logistics for brokers, clients, and other stakeholders.
• Coordinate conference travel and hospitality for brokers, tenant representatives, clients, and related contacts.
• Partner with marketing, PR, and internal teams on event-related planning and execution.
• Provide on-site event support, including guest coordination, check-in, setup, and breakdown as needed.
• Build and maintain effective working relationships with brokers, clients, marketing and PR contacts, vendors, drivers, hotel partners, and other frequent contacts.
• Perform other administrative and operational duties as assigned in support of the team’s business and related professional activities.

Qualifications

QUALIFICATIONS

• 3-5 years of administrative, executive support, client coordination, or team operations experience with relevant educational background, preferably within commercial real estate, financial services, consulting, legal, or another professional services environment.
• Exceptional organizational skills with the ability to manage multiple priorities simultaneously.
• Strong attention to detail and commitment to accuracy.
• Excellent written and verbal communication skills.
• High degree of professionalism, discretion, and confidentiality.
• Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint; experience with expense management, CRM, billing, and accounting platforms is preferred.
• Ability to work independently while collaborating effectively with a team.
• Experience supporting senior-level professionals, coordinating travel, and managing time-sensitive requests in a fast-paced environment is strongly preferred.

Personal Attributes

• Positive, service-oriented attitude.
• Strong problem-solving skills and initiative.
• Excellent time management and follow-through.
• Adaptable and comfortable working in a fast-paced, team-oriented environment.
• Dependable, resourceful, and committed to delivering high-quality work.
• Proactive mindset with the ability to anticipate needs before they arise.
• Willingness to provide responsive support outside standard hours when urgent business or travel changes arise.