Brokerage Coordinator

Cushman & Wakefield
United States, Florida, Orlando
Nov 22, 2024
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. 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 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 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 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 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 3-5 years of administrative support experience administrative or marketing skills preferred additional eligibility qualifications Basic/Intermediate/Advanced Microsoft Office Suite skills, including Excel, Outlook, PowerPoint, Word Knowledge of 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. 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 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 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 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 3-5 years of administrative support experience administrative or marketing skills preferred additional eligibility qualifications Basic/Intermediate/Advanced Microsoft Office Suite skills, including Excel, Outlook, PowerPoint, Word Knowledge of 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. 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 HRServices@cushwake.com. Please refer to the job title and job location when you contact us.