Brokerage Coordinator

Brokerage Coordinator

The Brokerage Coordinator position is responsible for the administrative and operational support of a team of brokers. The Brokerage Coordinator will provide administrative, research, and marketing support to various Healthcare and Life Sciences Advisory Services portfolios and clients.

It is also the responsibility of the Brokerage Coordinator not only to exhibit legendary customer service when communicating with clients, owners, vendors, and fellow team members but also to focus on productivity and results. The Brokerage Coordinator will support the entire lifecycle of the broker's deals.

Essential Job Functions

• Prepare high level designed deliverables, proposals, and presentation decks incorporating text, charts, tables, and other documents using various software packages.
• Develop and modify existing marketing collateral (informational factsheets, marketing packages, presentations, brochures, direct mail and eblasts, etc.) using design software (i.e., Adobe Acrobat Creative Cloud, Canva).
• Gather and compile relevant data and real estate market information for use in presentations, meetings, analysis, and proposals.
• Update and maintain contact databases to track prospects, tenants, clients, and deal information.
• Process client's lease documents through various client-driven processes.
• Prepare negotiation summaries/RFP comparison matrixes.
• Track and report marketing activity, listing expirations, and other critical dates.
• Provide advanced administrative support, including detailed calendar management, correspondence, invoice tracking, presentations, and assembling reports.
• Schedule and organize meetings, events, conference calls, and conference room reservations.
• Participate in the planning and execution of team events and meetings.
• Assist brokers with client interactions, document preparation, and transaction management.
• Prepare and review contracts, agreements, and other legal documents.
• Regularly design and schedule Click Dimensions e-mail blasts.
• Ensure all transactions follow legal and regulatory requirements.
• Oversee various administrative tasks including social media posts and branding, scheduling appointments, managing office supplies, and coordinating meetings and events.
• Produce tour books, assist with market surveys, and coordinate tour schedules.
• Ensure accuracy of property information across all platforms (i.e., CoStar, xRM, VTS, Crexi, etc.)
• Review complex real estate documents as part of the team's leasing process and identify key economics.
• Complete accounting tasks including expense reports, pipeline entries, deal sheets, invoices, XRM reports and related items.
• Participate in planning and implementation of external client events for the team/buildings.
• Coordinate travel arrangements including air reservations, scheduling options, hotel reservations, and car rental reservations.
• Develop travel itineraries to correspond with current schedules.
• Maintain professional, positive, and proactive performance at all times.
• Other duties and assignments as requested.

Position Requirements

• A bachelor's degree in business, economics, marketing, real estate, or related field preferred.
• A minimum of 2-4 years of administrative experience, in commercial real estate a plus.
• Proficiency with Microsoft Word, Teams, Excel, PowerPoint, Access, CRM/Database Management, Adobe Acrobat, social media platforms and Outlook.
• Expert with Adobe InDesign and Photoshop to create marketing brochures, proposal brochures and team branding materials.
• Flexible attitude, solution-focused and proven analytical and problem-solving abilities.
• A strong desire to tackle new projects to assist a high performing team.
• Excellent interpersonal skills - effective verbal and written communication skills.
• Resourceful approach to effectively managing workloads to meet deadlines, while delivering high quality work in a fast-paced environment.
• Strong attention to detail - excellent proofreading and editing skills.
• Ability to maintain discretion regarding personnel and industry-related matters.
• A strong work ethic and sense of responsibility, reliability, and responsiveness.
• Uses a computer in conjunction with various software packages the majority of the day.
• Uses office equipment (copiers, binders, phone system, etc.)
• Uses audio-visual equipment.

Location: Houston, TX