Brokerage Coordinator - Boca Raton

Job Title

Job Description Summary

Job Description

• 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.
• Provide assistance onboarding and with employee training
• 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

Vendor Management / Administration

• Manage purchasing and maintenance of office supplies and office equipment (i.e., furniture, IT equipment, telephones, snack services, plants, etc.) by ordering through Workday, procurement, or outside vendor
• Enter all new local vendors into Workday and cleanse data, if required
• Process vendor payment

Other Administrative Duties

• Work with Operations Manager on business continuity issues such as emergency plans
• Work in conjunction with IT, Telecomm and Real Estate on office related issues
• 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, submitting maintenance requests
• 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

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

Demonstrated experience should include:

• College degree preferred
• 3-5 years of administrative support experience
• HR administrative, accounting or marketing skills preferred

• Basic/Intermediate/Advanced Microsoft Office Suite skills, including Excel, Outlook, PowerPoint, Word
• Knowledge of Indesign preferred
• Ability to plan, organize and manage processes
• Ability to deal and communicate effectively with all levels of staff and management

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.

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.

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.