Senior Brokerage Coordinator

HPI Real Estate Services & Investments•Austin, TX

About The Position

The Brokerage Coordinator supports the office landlord brokerage team with listings, marketing, tours, proposals, ownership reporting, and related administrative work. The role also directly supports the team’s Partner on investment and capital markets activity, including loan compliance, due diligence, and closings. The successful candidate is proactive, detail-oriented, able to work from brief direction, and comfortable anticipating needs and following through without reminders. The position shifts between brokerage and investment work in a fast-paced environment and reports to the Partner, who sets priorities when team requests compete. HPI is a full-service commercial real estate firm serving Austin, San Antonio, Dallas, Fort Worth, and Houston. The company describes its mission as building trusting client relationships through proven results, professional integrity, and exceptional service, and promotes opportunities for professional and personal growth.

Requirements

At least 5 years of administrative or coordinator experience.
Proficiency in large language models such as Claude and ChatGPT, and ability to use them to streamline workflows.
Ability to multitask and prioritize tasks.
Detail-oriented.
Ability to work independently and collaboratively.
Excellent verbal and written communication skills.
Proficiency in Microsoft Office Suite and third-party CRM, commercial real estate software, and services.
Professional discretion and ability to keep information confidential.
Proactive and solution-oriented approach, including anticipating needs before they arise.
Strong organizational and time management skills.

Nice To Haves

Commercial real estate experience preferred.
Bachelor’s degree preferred.
Familiarity with CoStar, LoopNet, Affinity, Power BI, and DocuSign preferred.

Responsibilities

Update the weekly meeting sheet and schedule meetings.
Plan and coordinate team, client, and broker events, and maintain related contact and event lists.
Coordinate travel arrangements when necessary.
Prepare commission invoices, track commissions, and prepare broker split commission sheets.
Proofread and track listing agreements and outside broker commission agreements, and register procuring brokers.
Maintain the deal tracking sheet for CoStar and ABJ submissions.
Maintain the lease and sale comps database.
Prepare expense reports and track team expenses against budget.
Manage notary requirements and DocuSign execution.
Update lease expirations and economics within internal stacking.
Draft landlord proposals and counters, track proposals, and prepare net effective rent comparisons for ownership review.
Keep listings current on CoStar, LoopNet, Crexi, and the HPI website, including rates and space details.
Produce flyers, brochures, floor plans, stacking plans, and email blasts in coordination with the marketing team.
Prepare weekly or monthly leasing reports for ownership covering tours, proposals, pipeline, and market activity.
Coordinate property signage and building marketing materials.
Manage company software licenses and subscriptions as required.
Support operations when short-staffed or holding events outside the office.
In coordination with the Finance team, maintain the loan compliance calendar, including maturities, extension options, rate cap expirations, covenant tests, reserve draws, insurance renewals, and lender reporting deadlines.
Coordinate due diligence and closings, including closing checklists and signature pages.
Set up and maintain data rooms, and order and track third-party reports such as appraisal, Phase I, property condition, survey, title, and zoning reports.
Maintain entity and document files for each asset, including loan documents, guaranties, operating agreements, insurance, and estoppels.
Support investor reporting, capital calls, and distributions as applicable.