Project Coordinator/Brokerage Assistant
JLL - Walnut Creek, CA
Position Summary:
SUMMARY
We are seeking a Project Coordinator/Brokerage Assistant to join a high-volume and successful brokerage sales team in our Walnut Creek office to provide high level support often handling a large amount of details relating to complex retail real estate transactions. Primary responsibilities will be to support 4-5 tenant representation and leasing brokers and help manage deal transactions, customize marketing materials, client interaction, new business activities, moderate financial management, and general administrative support.
This is a fast-paced, team-oriented environment where you will work with 11 other supportive, outgoing and collaborative brokerage coordinators to help in the overall success of the office.
ESSENTIAL FUNCTIONS
- Prepare documents including Request for Proposals, Letters of Intent, customer and prospect correspondence, reports, account invoices, etc. with direction from brokers and/or knowledge of company policies, procedures and best practices
- Create and edit presentations, tour books, and client deliverables for prospect/client meetings with Adobe InDesign and Microsoft Software
- Assist with gathering research information and completing market surveys, including gathering building information, maps and pictures, CoStar data, and creating building tour books and surveys
- Manage all team mapping needs and coordinate with GIS team to provide custom client map deliverables
- Organize and participate in periodic client team meetings and/or calls
- Assist and participate as needed for industry functions or client events
- Sit at the front desk of the Walnut Creek office and greet guests and clients
- Update and maintain company Contact Relationship Management database to track prospects, clients and deal information
- Process deal file paperwork, gather and label required documents, obtain necessary approvals
- Manage, update and post transactions to financial software system
- Update and maintain broker professional profiles and other team marketing related material as needed
- Provide interface for brokers on IT issues, including computer needs, email, calendar maintenance, voicemail, phone, and other related technology and equipment
- Prepare and track broker expenses and process expense reports in PeopleSoft
- Participate in regular administrative assistant and business unit meetings
- Perform general administrative duties such as answering phones, printing, binding, scheduling meetings, greeting clients, conference room set up and making travel arrangements to further support and leverage the sales process
BROKERAGE
- Coordinate Leasing Status Reports and Minutes on assigned properties as required by clients
- Maintain all landlord agency listing expiration dates and submit renewal letters when appropriate
- Manage transactions through Dealio
- Manage all listings on brokerage listing services including CoStar and Loopnet
- Create and maintain intranet sites for client and property purposes including, View the Space and Hightower
- Audit and review documentation on commission terms as well as invoice and bill commissions
- Prepare site surveys, tour books and other marketing materials for clients
MARKETING AND RESEARCH
- Assist in the preparation to produce large marketing presentations through InDesign, often with a short lead-time and in conjunction with the marketing team
- Support the market team in the preparation of flyers, brochures and email distributions
- Gather building information and comp information via Costar and internal database
COMPETENCIES
- Time Management – Ability to manage time well and be self-motivated, without direct supervision
- Communication – Able to provide ongoing input and updates to team through thoughtful and detailed information
- Teamwork – Able to work in a team atmosphere, providing support to other departments and teams as necessary
- Customer Service – Has the interpersonal skills to provide good service to internal clients and friendly, helpful attitude
EDUCATION AND EXPERIENCE
- Bachelor’s Degree, preferred, but not required – or equivalent business experience
- Minimum 2 years of experience supporting multiple people, preferably in the Commercial Real Estate industry or other professional services organization
KNOLWEDGE, SKILLS, AND ABILITIES
- Work enthusiastically in a team atmosphere, promoting collaboration, and idea sharing, verbally and through action
- Strong organizational, interpersonal and communication skills
- Strong ability to multi-task with multiple projects and deadlines in a “high-volume” fast paced environment
- Strong proofreading and editing abilities
- Resourceful self-starter; pressure-durable
- High level of proficiency and working knowledge of Adobe Software, such as InDesign and Photoshop, as well as Microsoft Word, Excel, Power Point, Outlook, Mapping and database software
Posted: 30+ days ago
