Brokerage Specialist

Cushman & Wakefield•Palo Alto, CA

1d•$85,000 - $100,000•Onsite

About The Position

The Brokerage Specialist will report to the Operations Manager and will serve as the support for the fee-earner and/or team. This position is responsible for support and management of client service activities such as pitch and proposals, transaction support, and fee-earner administrative support. The Brokerage Specialist will interact with various departments within the organization on behalf of the fee-earner to ensure they are able to meet the needs of their clients.

Requirements

Bachelor’s Degree (Business, Marketing, Communications, Finance, Engineering, or Architecture as plus)
3+ years’ experience in a professional organization or equivalent educational experience
Administrative experience for executive level professional for more senior positions preferred
Advanced knowledge of Microsoft Office
Advanced knowledge of InDesign and Salesforce a plus
1-3 years real estate industry experience
Obtain a CA real estate agents license within 90 days of hire
Excellent written and oral communication skills
Ability to multitask
Ability to take direction from multiple sources
Excellent project management skills
Excellent attention to detail
Demonstrated aptitude to solve problems and navigate through obstacles
Strong organizational, time management, proof reading and multi-tasking skills
Customer service attitude with the ability to deal with strong personalities
Confidence in the ability to create/prepare content for proposals through conducting research, preparing surveys, comparative analysis, lease documents etc.

Nice To Haves

Bachelor’s Degree in Business, Marketing, Communications, Finance, Engineering, or Architecture
Advanced knowledge of InDesign and Salesforce

Responsibilities

Coordinate implementation of property marketing strategies
Manage Client and Prospects Database
Manage marketing collateral content creation process with regards to timeline and production cycle to meet deadlines
Coordinate with other C&W service departments based on the needs of the fee-earner
Support timeliness of client and prospect deliverables – research, flyers, activity reports
Provide sales and deal support – update VTS reporting, create target prospect lists, manage prospect distribution of flyers and virtual tours
Pitch and Proposal Coordination: Manage coordination with Marketing, Research, and Financial Analyst on behalf of fee-earner for the creation of pitch/proposal and deliver content as necessary
Maintain calendar of due dates and follow up as necessary
Attend strategy session with fee-earner and other departments as needed
Schedule meetings with fee-earner and other departments for review and feedback
Schedule meetings with prospect and arrange any other accommodations that may be required, such as catering, transportation, and space reservations
Coordinate with Marketing on the production of pitch/proposal when outside vendor is required for printing
Perform basic data gathering, such as property searches and site selections, on behalf of fee-earner as appropriate
Populate template market documents such as tour books, property flyers, and brochures
Schedule follow up meetings as necessary to review content
Other Service Delivery: Create and edit the content of marketing materials and presentations to include flyers, corporate leasing proposals, case studies, qualifications booklets, email blasts, invitations, and website content using Adobe InDesign
Create and handle copywriting of brochures, flyers, and floor plans for exclusive building listings
Conduct or assist in conducting property tours and related tour surveys and books.
Create or assist with production and design marketing and collateral deliverables (eg. proposals, property flyers, brochures, marketing eblasts, event invitations, tour books, floor plans edits, updating stacking plans)
Abstract leases and draft proposals with direction from supervising C&W real estate professional
Compile information to be used in periodic landlord leasing activity reports
Organize transaction documents, including confidentiality agreements, leases, contracts, listings, closing documents, etc.
Handle client contact lists, including database management
Maintain local web pages for client websites and/or property websites
Maintain CRM: Update CRM system on behalf of fee-earner
Research potential conflict of new pursuits
Coordinate with fee-earner on the timely delivery of necessary information for CRM maintenance
Enter new leads and opportunities into the CRM system and update accordingly
Provide Deal numbers as needed for the proper recording of pursuit and deal related expenses
Review CRM with fee-earner to ensure the accuracy of the information
Communicate current CRM pipeline with Operations manager and Managing Principal and assist in scheduling of meeting with fee-earner when necessary
Client Interaction: Schedule meetings with Client on behalf of fee-earner and coordinate any other arrangements as needed
Attend client meetings and produce meeting minutes as requested
Follow Up with Client on the delivery of necessary information and to provide progress updates
Plan and support client and local Cushman & Wakefield events (e.g. State of Real Estate, charitable events, etc.)
Prepare monthly reports for clients including current status of deals, marketing efforts for available properties, companies currently targeting, etc.
Maintain local web pages for corporate website and/or property websites
Prepare expense reports
Coordinate Events and Conferences: Notify fee-earner of internal and external events and conferences
Register fee-earner for desired events
Coordinate payment and coding of event pricing
Assist in planning, scheduling, and promoting of fee-earner hosted events
Coordinate travel and other logistics for fee-earner as necessary
Deal Documentation and Revenue Accounting: Follow up with all parties on the execution of deal related documents as required
Prepare deal related documents and provide to fee-earner for review, approval, and delivery
Coordinate with Legal for review and approval when template documents are insufficient
Create deal sheet and provide to fee-earner and Revenue Accountant for review and approval
Package deal sheet with deal documentation and submit to Revenue Accounting for processing
Close Deal in CRM as required
Maintain Databases: Manage Internal Listing Database on behalf of fee-earner, inputting new listings into database and uploading all required information to include but not limited to property, availability, and rental rate information, updating existing listings in database, removing inactive listings in database, communicating all additions, deletions, and updates to Research
Coordinate with fee-earner for the collection of necessary information
Work with Research team to manage third party databases on behalf of fee-earner
Coordinate with fee-earner for the timely collection of necessary information to maintain third party sites
Respond to Data Requests: Communicate requests with Marketing, Research, and Financial Analyst for the delivery of necessary information
Respond to requests under certain threshold, such as basic property or ownership searches
Conduct Other Administrative Duties as Necessary