Brokerage Coordinator – Boca Raton

Job Title

Brokerage Coordinator – Boca Raton

Job Description Summary

Responsible for providing local support for a Brokerage Team within a specified market. This role will help to ensure that administrative and brokerage support functions are provided 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. The majority 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 Broker Team operates in an efficient and effective manner
• Provide administrative support duties for fee-earners and occasional office support
• Support mail room operations and staff when needed (i. e., mail sorting, postage machine, fax and copy machines)
• Ensure corporate standards and internal company processes and systems are leveraged

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 escalate 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

Support Sales 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 design and format of client deliverables, pitch presentations and offering memorandums
• Interact professionally with clients and vendors to complete marketing-related tasks (scheduling photography and flown aerials, professional print materials, requesting approvals, etc.)
• 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

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

• Perform more administrative duties such as booking travel, answering phones, managing conference spaces, receiving guests, maintaining conference spaces when needed, collecting and distributing mail, run copy room or copier.
• Assist with other aspects of meetings and managing calendars for a fee-earners
• 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 for the Brokerage Team.

Metrics

Role will be evaluated on the following:

• 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

Demonstrated experience should include:

• College degree preferred
• 1-3 years of administrative and marketing support experience

additional eligibility qualifications

• Intermediate /Advanced Microsoft Office Suite skills, including Excel, Outlook, PowerPoint, Word
• Must know how to work in InDesign
• 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; move about the workplace; remain in a stationary position for 50% of the time; and extend hands and arms in any direction.

aap/eeo statement

C&W provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.  Further, C&W takes affirmative action to ensure that applicants are employed and employees during employment are treated without regard to any of these characteristics.  Discrimination of any type will not be tolerated.

other duties

This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

Cushman & Wakefield provides equal employment opportunity. Discrimination of any type will not be tolerated. Cushman & Wakefield is an Equal Opportunity / Affirmative⋠Action employer. All qualified applicants will receive consideration for employment without  regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status or any other characteristic protected by state, federal, or local law.

In compliance with the Americans with Disabilities Act Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position at Cushman & Wakefield, please call the ADA line at 1-888-365-5406 or email. Please refer to the job title and job location when you contact us.