Team Business Operations & Transaction Manager

Purpose of Position

The Team Business Operations & Transaction Manager provides dedicated support to a top performing investment sales team. The position will oversee all components of the teams’ operation including project management, proposals, presentations, transaction facilitation, marketing, client engagement, database management and all team leadership (or team operational) activities.

As a key member of the team, this role will serve as the leader for the analytical and design team to drive team success.

Team Operations

• Coordinate the planning and directing of all financial, marketing, operational and administrative activities on behalf of the team.

  • Plan and manage weekly team meetings

  • Oversee action items from meetings and transaction processes which may include following up directly, or ensuring the follow up of others, compiling or exchanging information and contacts, tracking issues and providing other assistance

• Participate in the formulation and strategy for marketing properties and expanding business for the team.

• Partner with the Graphic designer on the creation and preparation of content for listing pitches/presentations and memorandums

  • Assist with drafting content, creating and gathering maps, coordinating surveys and other applicable market intelligence and marketing support.

  • Maintain records of correspondence, complete marketing update reports and client activity reports.

  • Maintain property listings on various websites.

  • Monitor competitor research and data collection, and liaise with appropriate departments to obtain data, such as company and ownership searches, and property particulars (e.g. financial, marketing, research).

• Ensure implementation of business strategies, plans and procedures.

  • Coordinate with the broker leaders on the execution of strategic initiatives.

  • Oversee and participate in all projects that are viewed as being critical to the team as a whole, including tracking action items and handling deliverables.

  • Maintain and update databases and sales progress reports.

• Manage the transaction process from start to finish.

  • Preparation of property valuations and investment memorandums

  • Management and coordination of all required due diligence documentation.

  • Regular communication with client and capital sources including required weekly reporting.

  • Gathers and coordinates materials necessary for transactions, including listing/commission agreements, due diligence, settlement statements, and sales agreements

• Client Support

  • Assist in the development of valuation and strategy pitches and presentations for a varied range of institutional and private clients

  • Liaise with clients to coordinate information, organize meetings, and obtain required documentation on listings and potential business opportunities. 

  • Coordinates complex on/offsite meetings, property tours and conferences. May schedule appointments, coordinate team travel and manage team calendars.

  • Respond to general inquiries and provides information as needed, while maintaining confidentiality of sales, marketing, client and proprietary information and data in all communications

  • Other duties as assigned.

Administrative Management

• Provide general office and administrative support, such as file management, expense reporting, invoicing and travel arrangements.

• Update business development related content such as newsletters, advertising and quarterly market reports

• Partner with marketing to drive electronic and social media initiatives for Broker(s) and listings.

• Liaise with clients to coordinate information, organize meetings, and obtain required documentation.

• Provide a high level of administrative support when required. 

Required Education, Experience and Skills

• Minimum of five years of experience in a similar position.

• Self-starter and team player with a strong attention to detail

• Intermediate to advanced proficiency with Microsoft Office Suite.

• Exceptional organizational, prioritization and customer service skills.

• Ability to work under pressure, deal with multiple deadlines, effectively handles stressful situations, and work with minimal direction/supervision.

• Excellent communication (follow-through and follow-up) skills, and ability to meet commitments and deadlines.

• Strong business writing skills.

• Ability to solve problems involving several options in situations. 

• High degree of professionalism and passion for success.

• Bachelor’s degree preferably in Business, Communications, Marketing, or another related field.

• Knowledge of financial terms and principals, with the ability to abstract a lease and calculate intermediary figures such as percentages, discounts and/or commissions.

• Knowledge of Commercial Real Estate strongly preferred.

• Commercial real estate license preferred.