Brokerage Coordinator

Brokerage CoordinatorResponsible 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.Essential functions and responsibilities:Creatively solve problems to ensure the market's offices operate in an efficient and effective mannerProvide 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 planningEnsure corporate standards and internal company processes and systems are leveragedAct as a role model for the office staffPipeline Management, Revenue Reporting and ForecastingHelp promote culture of compliance within office for fee-earners to routinely update CRM systemCommunicate and enforce guidelines on updating CRM system within officeWork with Operations Manager to follow up with fee-earners to update pipeline informationTrack Listings and Deal-Related ExpensesEnter and update opportunity information in CRM system according to prescribed guidelinesCheck for any conflicts/duplicates in opportunity ownership and escalate to fee-earnerMaintain tracking of expenses related to deals, using Commissions Accounting and CRM SystemsAssist in updating CRM Upon closing of dealsCollect necessary documentation and deliver to Commissions AccountingEnter deal management calculations into CRM upon closing of dealsAll other aspects of the deal process.Support Sales, Transactions and MarketingAssist 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 materialsResponsible for client / contact mailing campaignsCreation and execution of tour books and other deliverablesUpdate and maintain client databaseTracking outstanding invoicesEnter Expense ReportsCollect 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 budgetOther Administrative DutiesManage purchasing and maintenance of office supplies. Ordering through Workday, procurement, or outside vendorProcess vendor paymentWork with Operations Manager on business continuity issues such as emergency plansPerform 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 departmentMaintain confidential department records and office files in accordance to internal company proceduresCoordinate catering, venue selection, invitations, and other event planning activities as neededAny other administrative or kitchen duties as needed.Metrics: Role will be evaluated on the following:Management of costs to budgetPositive attitudeProfessionalismEfficiency and dependabilityOrganizationCustomer service and people skillsDesk and phone coverageTimeliness and responsiveness to requests and conflict resolutionAbility to work well with Senior LeadershipAbility to set priorities, meet deadlines and multitaskBackground and Experience: Demonstrated experience should include:College degree preferred3-5 years of administrative support experienceHR administrative, accounting or marketing skills preferredAdditional eligibility qualificationsBasic/Intermediate/Advanced Microsoft Office Suite skills, including Excel, Outlook, PowerPoint, WordKnowledge of Indesign preferredAbility to plan, organize and manage processesAbility to deal and communicate effectively with all levels of staff and managementWork 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.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.Compensation for the position is: $27.38 - $32.21