Brokerage Coordinator

Cushman & Wakefield•Portland, OR

About The Position

The Brokerage Coordinator supports the day-to-day business needs of a pooled group of brokers, primarily through marketing, transaction, and administrative support, while also assisting with daily office operations. Broker deadlines take priority. This is a dynamic role with a high degree of autonomy, suited to someone who is detail-oriented, takes initiative, exercises sound judgment in prioritizing requests from multiple brokers, and maintains a friendly, professional, service-oriented approach. The position reports to the Operations Manager. The role creates and maintains marketing materials and property listings, conducts market research and analysis, and coordinates marketing efforts and collateral. It also prepares and organizes transaction documents, manages deal pipelines and logistics, and coordinates client communications. Office responsibilities include managing supplies, facilities, events, conference rooms, mail, voicemail, accounts payable, credit card verification, and expense reports, as well as supporting special projects.

Requirements

High school diploma or GED.
Proficiency in Adobe InDesign.
Advanced skills in Microsoft Excel.
Intermediate skills with Microsoft Office products, including Word, PowerPoint, SharePoint, and Outlook.
Ability to comprehend and interpret instructions, correspondence, and memos, and ask clarifying questions to ensure understanding.
Ability to write routine reports and correspondence.
Ability to work independently, take initiative, exercise sound judgment, manage competing priorities across multiple brokers, and meet tight deadlines.
Strong attention to detail and interpersonal skills, with a warm, professional, service-oriented approach to clients, vendors, and colleagues.
Positive attitude and a strong sense of urgency in resolving issues.
Ability to maintain confidentiality of deal terms, client information, and financial data.
Basic knowledge of financial terms and principles and basic analytical skills.
Ability to calculate simple figures such as percentages.
Ability to stand, walk, reach, bend, stoop, push, and/or pull as needed; frequently lift up to 20 lbs. and occasionally lift or move up to 40 lbs.

Nice To Haves

At least 1 year of brokerage support, commercial real estate, or administrative experience.
Familiarity with CoStar, Crexi, Salesforce, and email marketing platforms.
Openness to using new technologies and digital tools.

Responsibilities

Design, proof, and produce BOVs, offering memorandums, flyers, brochures, tour books, and other marketing materials in Adobe InDesign using established templates; maintain and improve templates as needed.
Develop content for marketing materials, including property descriptions and market summaries.
Create, enter, and maintain property listings and run marketing campaigns across CoStar, Crexi, and Vertical Email.
Conduct and maintain market surveys and Excel-based analyses, compiling competitive availabilities, lease and sale comparables, vacancy data, and rental-rate data from listing services and the internal Cushman & Wakefield database.
Coordinate marketing efforts with corporate marketing functions and procure property marketing collateral, such as signs and professional photography.
Prepare real estate contracts and forms, including purchase and sale agreements, lease agreements, tenant estoppels, and disclosures.
Draft listing agreements using Cushman & Wakefield and AIR forms; coordinate with the Legal Department and management to finalize agreements for execution and tracking.
Prepare, format, and proof letters of intent, proposals to lease or purchase, counter responses, and other transaction-related correspondence.
Organize agreements, property information, and due-diligence materials for pursuits and transactions, and coordinate closed-deal submissions to the Deal Desk.
Manage the group’s deal pipeline in Salesforce and track active listings and pursuits from launch through close.
Coordinate client communications and deal logistics, and manage broker calendars.
Collect and distribute mail daily and monitor and route voicemail.
Order office and kitchen supplies and equipment through Workday, procurement, or outside vendors, and keep the kitchen stocked.
Manage facility maintenance by submitting work orders, scheduling vendor appointments, and managing vendor relationships to ensure work is completed.
Plan and coordinate office events and manage conference room scheduling, including meeting setup, catering, and technology.
Process accounts payable, verify credit card charges, and process expense reports for accuracy and compliance with company policies.
Support special projects as assigned.