Brokerage Coordinator

Aston Carter•Houston, TX

15h•$38 - $42•Onsite

About The Position

The Brokerage Coordinator provides dedicated support to brokerage professionals and teams, ensuring seamless delivery of client service activities such as pitches and proposals, transaction support, and administrative coordination. Acting as a key point of contact between fee-earners and internal departments, this role helps drive sales efforts, maintain accurate data and documentation, and support the full lifecycle of brokerage transactions from initial pursuit through deal closing and revenue processing.

Requirements

Bachelor’s degree.
2–4 years of experience in a professional organization, ideally in a brokerage, sales, or administrative support environment.
Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
Proficiency in Adobe Pro and Adobe Sign for document creation, editing, and electronic signatures.
Proficiency in Adobe InDesign for layout and design of marketing materials and collateral.
Strong written and oral communication skills, with the ability to present information clearly and professionally.
Ability to multitask effectively and manage multiple projects, deadlines, and stakeholders simultaneously.
Ability to take direction from multiple sources and prioritize tasks in a dynamic, fast-paced environment.
Good project management skills, including planning, organizing, and tracking progress on deliverables.
Excellent attention to detail, ensuring accuracy in data entry, documentation, and client-facing materials.
Demonstrated aptitude for problem solving and the ability to navigate obstacles to keep projects moving forward.
Solid computer skills and comfort working with CRM systems, databases, and standard office technology.

Nice To Haves

Experience supporting brokerage or sales professionals, including familiarity with brokerage processes, listings, and deal documentation.
Exposure to redlining and reviewing documents for accuracy and completeness before submission.
Experience with brokerage sales support, including coordinating pitches, proposals, and property tours.
Ability to build strong working relationships with fee-earners, marketing, research, financial analysts, legal, and accounting teams.
Organizational skills that support effective management of calendars, events, conferences, and travel logistics.
Comfort working with marketing and design teams to develop flyers, eBlasts, and other client-facing collateral.
Flexibility to adapt responsibilities to regional business needs and evolving service delivery requirements.

Responsibilities

Manage and maintain brokerage databases, ensuring listing information, property availability, and rental rate details are accurate, up to date, and properly organized.
Support the content creation process for marketing materials, adhering to timelines and production cycles to ensure timely delivery of high-quality proposals and collateral.
Coordinate with internal departments based on the needs of fee-earners, facilitating communication and information flow to support client service and business development.
Monitor and support the timeliness of deliverables, following up with stakeholders and helping to keep projects and pursuits on schedule.
Provide comprehensive sales and deal support, including data gathering, documentation preparation, and coordination of transaction-related activities.
Coordinate with Marketing, Research, and Financial Analysts for the creation of pitches and proposals, gathering required information and ensuring alignment with fee-earner strategy.
Attend strategy sessions with fee-earners and other departments as needed to understand pursuit objectives and support the development of client-facing materials.
Work with Marketing to deliver necessary information for content creation, including graphic design, mapping, and other visual or analytical components.
Schedule internal review meetings with fee-earners and relevant departments to refine pitch and proposal content and ensure accuracy and completeness.
Schedule meetings with prospects and arrange accommodations such as catering, transportation, and space reservations to support client presentations and tours.
Coordinate with Brokerage Specialists and/or Marketing when outside vendors are required for printing, ensuring production of pitches and proposals meets quality and timeline requirements.
Conduct basic data gathering such as property searches and site selections on behalf of fee-earners, compiling information for tours, proposals, and market analyses.
Populate template market documents, including tour books and property flyers, and participate in follow-up meetings to review and refine content.
Compile information for periodic landlord leasing activity reports, ensuring data is accurate, comprehensive, and presented in a clear format.
Maintain and manage client contact lists, including database management and updates to support ongoing relationship management and marketing efforts.
Execute property tour logistics, coordinating with fee-earners and licensed professionals to schedule showings and arranging necessary accommodations such as food delivery and space reservations.
Coordinate the development of flyers, eBlasts, and other marketing collateral with the Production Design Team on behalf of fee-earners.
Update and maintain the CRM system on behalf of fee-earners, entering new leads and opportunities, and ensuring all pursuit and deal information is current and accurate.
Research potential conflicts related to new pursuits and communicate findings to fee-earners and relevant stakeholders.
Coordinate with fee-earners to obtain timely and complete information required for CRM maintenance and accurate deal tracking.
Provide deal numbers as needed for the proper recording of pursuit and deal-related expenses and internal reporting.
Review CRM data with fee-earners regularly to confirm accuracy and completeness of records.
Notify fee-earners of relevant internal and external events and conferences, and manage registration as needed.
Coordinate travel and other logistics for fee-earners to attend conferences, events, and client meetings.
Follow up with all parties on the execution of deal-related documents, ensuring signatures and approvals are obtained in a timely manner.
Prepare deal-related documents for fee-earner review, approval, and delivery to clients and internal stakeholders.
Coordinate with Legal when template documents are insufficient, facilitating review and approval of customized agreements and forms.
Create deal sheets and provide them to fee-earners and Operations leadership for review and approval.
Package deal sheets with supporting deal documentation and submit complete packages to Revenue Accounting for processing.
Close deals in the CRM system and ensure proper population of internal listing databases on behalf of fee-earners.
Input new listings into internal databases and upload all required information, including property details, availability, and rental rate information.
Update existing listings in databases to reflect changes in availability, pricing, or other key attributes.
Remove inactive listings from databases to maintain data integrity and ensure accurate market representation.
Coordinate with fee-earners for the collection of necessary information to maintain third-party listing sites and ensure consistency across platforms.
Communicate data requests to Marketing, Research, and Financial Analysts, and track delivery of necessary information.
Maintain a calendar of due dates for data requests, proposals, and reporting, following up as necessary to meet deadlines.
Respond directly to certain data requests within a defined threshold, such as basic property or ownership information, using available tools and resources.
Participate in a rotation of office facilities services tasks, supporting the smooth operation of the office environment.
Perform additional related duties as assigned, adapting to regional variations and evolving business needs.