Brokerage Coordinator

Cushman & Wakefield • Portland, OR

1d • $29 - $35

About The Position

The Brokerage Coordinator serves the day-to-day business needs of a pooled group of brokers, primarily through marketing, transaction, and administrative support, while also supporting daily office operations. Broker deadlines take priority. This is a dynamic role with a high degree of autonomy. The ideal candidate is detail oriented, takes initiative, uses sound judgment to prioritize requests from multiple brokers, and maintains a friendly, professional, service-oriented approach. The role reports to the Operations Manager.

The position creates and maintains marketing materials, develops property and market content, manages property listings and marketing campaigns, conducts market surveys and Excel-based analyses, and coordinates marketing efforts and collateral. Transaction support includes preparing real estate contracts and forms, drafting listing agreements, preparing transaction correspondence, organizing deal and due diligence materials, managing the group’s Salesforce deal pipeline, coordinating client communications and deal logistics, and managing broker calendars.

Office operations include handling mail and voicemail, ordering supplies and equipment, coordinating facility maintenance and vendors, planning office events, managing conference room logistics, and processing accounts payable, credit card verifications, and expense reports. The coordinator also supports special projects as assigned.

Requirements

• High school diploma or GED required.
• Proficiency in Adobe InDesign.
• Advanced skills in Microsoft Excel.
• Intermediate skills with Microsoft Office products such as 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, and use sound judgment to 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, including the 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 is preferred.
• Familiarity with CoStar, Crexi, Salesforce, and email marketing platforms is preferred.
• Embracing new technologies and digital tools.

Responsibilities

• Design, proofread, and produce BOVs, offering memorandums, flyers, brochures, tour books, and other marketing materials in Adobe InDesign; 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 for BOVs, pitches, and client reporting.
• Coordinate marketing efforts with corporate marketing functions.
• Procure property marketing collateral, including 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 Legal 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 correspondence.
• Organize agreements, property information, and due diligence materials for each pursuit and transaction; 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.
• Manage broker calendars.
• Collect and distribute mail daily; 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.

Benefits

• Eligible employees may enroll in benefit programs generally including health, vision, and dental insurance, flexible spending accounts, health savings accounts, retirement savings plans, life and disability insurance programs, and paid and unpaid time away from work.
• Comprehensive benefits package.
• Competitive pay.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED