Marketing & Broker Support Coordinator

Newmark; Palo Alto (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

Newmark in Palo Alto seeks a Brokerage Specialist to provide marketing, research, transaction, and administrative support to brokers across the organization. The role emphasizes thorough marketing materials, data integrity in CRM systems, and coordination of client logistics.

A California real estate license is required or in process within 90 days of hire. This in-office position collaborates with Research, Financial Analysis, and Marketing teams to ensure accurate listings, competitive market

Qualifications

• Strong written and verbal communication.
• Highly organized with the ability to manage multiple tasks.
• Demonstrated attention to detail and adherence to processes.
• Discretion with confidential information and professional demeanor.
• Ability to work collaboratively in a team.

Responsibilities

• Provide marketing and administrative support to brokers.
• Prepare and update marketing materials for listings and proposals.
• Maintain CRM databases and transaction records.
• Coordinate client logistics and assist with data and research summaries.
• Support broker interactions and client meetings as needed.

Skills

Communication skills

Organization

Attention to detail

Discretion

Team collaboration

Education

Commercial real estate license in progress

Tools

Microsoft Office

Adobe InDesign

CRM systems

Job description

Under general supervision, the Brokerage Specialist provides marketing, research, transaction, and administrative support to across the organization. This role supports sales and leasing activities by preparing marketing materials, maintaining transaction data, coordinating client-related logistics, and assisting with internal processes in accordance with company Sales and Marketing operational policies and procedures.

The Brokerage Specialist does not independently perform licensed real estate activities unless properly licensed. All activities requiring a California real estate license are performed only by licensed personnel and under appropriate broker supervision. The position requires a high level of professionalism, organization, and discretion in handling confidential sales, marketing, client, and proprietary information.

Essential Duties and Responsibilities

Broker Support & Marketing

• Provide day-to-day marketing and administrative support to multiple brokers across the organization on sales and leasing assignments.
• Assist brokers with the preparation and execution of marketing strategies for property listings and business development initiatives.
• Create, format, and update marketing materials including flyers, brochures, proposals, offering memoranda, and presentations for broker review and approval.
• Support the preparation of comparable market analyses, market research summaries, and industry data for use by licensed brokers.
• Evaluate broker and client requests to determine appropriate content, format, and delivery of marketing and presentation materials.

Data, Systems & Coordination

• Maintain and update marketing and sales infrastructure, including CRM systems, prospect databases, transaction records, and web-based platforms.
• Coordinate with internal departments such as Research, Financial Analysis, and Marketing to obtain requested data and materials.
• Audit, update, and maintain listings, sales records, and transaction documentation to ensure accuracy, completeness, and compliance.
• Analyze competitive and market information and prepare summaries for broker review.

Client & Transaction Support

• Provide client service support that enhances broker-client relationships and supports business growth.
• Participate in client meetings and presentations in a support capacity as requested by brokers.
• Organize property tours, including scheduling, coordinating logistics, and preparing tour materials; licensed brokers conduct tours and discuss transaction-related matters.
• Respond to pricing inquiries and assist brokers in developing proposals and responses to non-routine client requests (California real estate license required).
• Perform additional duties and special projects as assigned.

Skills and Competencies

• Strong written, verbal, and interpersonal communication skills.
• Ability to organize, prioritize, and manage multiple assignments and deadlines simultaneously.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe InDesign; familiarity with CRM, marketing, or project management software is a plus.
• Strong attention to detail and ability to follow established processes and compliance requirements.
• Professional demeanor with a customer service-oriented approach.
• Ability to work collaboratively in a team-oriented environment.
• Demonstrated ability to maintain confidentiality and handle sensitive information with discretion and integrity.
• Must have commercial real estate license or in process of obtaining one within 90 days of hire.
• This is an in office position based in Palo Alto.