Administrative Assistant - Real Estate

The Broker Coordinator will report to the Director of Operations and will serve as the support for a fee-earner and/or team in the Fort Collins office.

This position is responsible for support of client service activities such as pitches and proposals, transaction support, and fee-earner administrative support. The Broker Coordinator 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. In this capacity, the Broker Coordinator will be viewed as a direct line of communication to the fee-earner themselves.

Key responsibilities

Pitch and Proposal Coordination

• Coordinate with Marketing, Research, and Financial Analyst on behalf of fee-earner for the creation of pitch/proposal as needed
• Attend strategy session with fee-earner and other departments as needed
• Coordinate with Marketing on behalf of fee-earner and deliver necessary information for creation of content (graphic design, mapping, etc.)
• 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 Senior Broker Coordinator and/or 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

• Compile information to be used in periodic landlord leasing activity reports
• Handle client contact lists, including database management
• Execute property tour logistics for showing, including coordination with fee-earner and/or licensed professional, scheduling meeting with Prospect, and arranging any other accommodations that may be required (e.g., delivering food, reserving space)
• Develop and mail general flyers or collateral on behalf of fee-earner

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

Coordinate Events and Conferences

• Notify fee-earner of internal and external events and conferences
• Register fee-earner for desired 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 Director of Operations for review and approval
• Package Deal Sheet with deal documentation and submit to Revenue Accountant for processing
• Close Deal in CRM as required

Maintain Databases

• Support population of Internal Listing Database on behalf of fee-earner

o Inputting new listings into database and uploading all required information to include but not limited to property, availability, and rental rate information

o Updating existing listings in database

o Removing inactive listings in database

• Coordinate with fee-earner for the collection of necessary information
• 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
• Maintain calendar of due dates and follow up as necessary
• Respond to requests under certain threshold, such as basic property or ownership searches.

Our organization is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or any other protected status.

Job Type: Full-time

Pay: $58,000.00 - $70,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible schedule
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Ability to commute/relocate:

• Fort Collins, CO 80525: Reliably commute or planning to relocate before starting work (Required)

Work Location: One location