Brokerage Coordinator – Downtown Tampa office location
Job Summary:
This position provides a variety of marketing and administrative day-to-day services to a team of commercial real estate brokers. Duties will include such things as preparation of general correspondences, proposals, property flyers, building tour packages, and team brochures. This person will handle research requests, maintenance of client databases and broker pipelines using Salesforce, sending email blasts and property website management via the Vuture website, property sign requests, management of exclusive listings, and preparing owner reports. This position will be responsible for the overall organization of the brokerage team, scheduling and coordination of projects, and will ensure deadlines are met.
Principal Responsibilities:
- Scheduling/Event Planning: Organizes client/visitor conference calls and meetings including coordination of Outlook calendars invitations and assisting in preparing brokers for meetings. Schedule broker/client entertainment, reservations, and travel arrangements.
- Keeps clients, broker team members and administrative staff up to date on status of deliverables, deadlines and upcoming meetings and special projects.
- Conduct research on companies, clients and prospects; check mailing lists for accuracy, and maintain records
- Research: Oversees and maintains constant contact with C&W Tampa Research, CoStar, Xceligent Inc. updating the respective contacts with closed transactions, updated property flyers, informing them of the current availabilities and ensuring 100% accuracy of all listings on all websites. Will maintain the LoopNet accounts for all brokers ensuring all listing information is 100% accurate. This is a routine, weekly, very imperative task.
- Generates, coordinates, maintains confidential reports, correspondence, presentations and other materials supporting the broker(s) activities with regular direction, this includes preparing and updating the broker pipeline reports and activity reports for the bi-weekly Landlord/building owner conference calls and emailing the reports promptly before each conference call. Updates to the reports to be provided by the brokers.
- Flyers: Maintains flyers, create flyer templates and maintain for accuracy and update as needed. Maintains availability reports and updates them on an on-going basis as deals are closed.
- Eblasts: Sends out monthly eblasts (1 per property/listing per month), keeps track of eblast schedule, edits/designs/maintains the eblasts for accurate property information being disseminated to the brokerage community, and maintains broker distribution list ensuring it is updated and modified as needed.
- Marketing: Prepares marketing materials including client presentations, Request for Proposals and Marketing Packages using Power Point and desktop publishing software
- Marketing: Works with Branch Public Relations vendor with regard to press releases. Files and maintains broker press releases, property news releases and updates the property websites with the news releases.
- Marketing: Produces and maintains tables of comparable leases/sales by category, size and geographic location. Knowledge of Google Maps and identifying/plotting property locations on a map.
- Marketing: Orders property signs, marketing boards and presentation materials as required
- Manages contacts in Salesforce and maintains the broker pipeline list of deals, including database management, adding new deals, updating them monthly and closing them once deals are signed.
- Accounting: Reviews lease document and inputs calculations on RTDs (revenue processing documents) for accuracy; ensures that cost recoveries occur (OTT, Financial Consulting Dept. recoveries) before submission to Branch Commission Accountant
- Accounting: Produces quarterly LoopNet invoices for clients, follows up with Branch Commission Accountant to ensure payments have been received. Produces other client invoices as needed i.e. marketing material billback/broker event billback/as needed basis
- Accounting: Tracks lease deals to provide Branch Commission Accountant with current information with regard to accounts receivable and pending items on deals outstanding.
- Update listing agreements, co-broker agreements, representation agreements, extension agreements as needed and requested
- e-File, organize and keep records of correspondence, project documents, team expenses
- Recommends improvements to current procedures and training systems; shares ideas in staff meetings for best practices related to processes, organization, software tips/techniques, etc.
- Performs all general administrative duties as needed
Requirements:
5+ years administrative experience
Strong organizational skills, expert multi-tasking abilities
Ability to work in a fast-paced environment, prioritize, and meet deadlines
Knowledge of legal contracts or familiarity with real estate is beneficial
Excellent oral and written communication skills; professional demeanor with clients
Familiar with email marketing
Advance proficiency in MS Office Suite – Word, Excel, PowerPoint
Experience with Salesforce preferred
Associates or Bachelor’s Degree
Please send a cover letter and your resume to: [email protected] and be sure to mention you learned about the position from Real Estate Lives.
Thank you.
Company Overview – Cushman & Wakefield is a leading global real estate services firm that helps clients transform the way people work, shop, and live. The firm’s 43,000+ employees in more than 60 countries provide deep local and global insights that create significant value for occupiers and investors around the world. Cushman & Wakefield is among the largest commercial real estate services firms with revenue of $5 billion across core services of agency leasing, asset services, capital markets, facility services (C&W Services), global occupier services, investment & asset management (DTZ Investors), project & development services, tenant representation, and valuation & advisory. To learn more, visit www.cushmanwakefield.com or follow @CushWake on Twitter.
Cushman & Wakefield is an equal opportunity / affirmative action employer, and as such, we hire the most talented professionals and invest in superior resources and technologies. The talent of our extraordinary people and the culture and business approach we foster, coupled with the exceptional, creative services we provide and the results we deliver worldwide for owners, occupiers, and investors are what distinguishes Cushman & Wakefield.
