Main Responsibilities and Required Skills for Brokerage Coordinator
A Brokerage Coordinator is responsible for administering internal and external Brokerage Agreements. They carry out administrative duties such as assisting with collecting, aggregating, and preparing data and maintaining broker inventory lists. In this blog post we describe the primary responsibilities and the most in-demand hard and soft skills for Brokerage Coordinators.
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Main Responsibilities of Brokerage Coordinator
The following list describes the typical responsibilities of a Brokerage Coordinator:
Administer
Administer internal and external Brokerage Agreements.
Answer
Answer and screen all incoming calls and relay messages.
Answer and screen incoming telephone calls.
Answer both customer inquiries and inter-company inquiries.
Answer incoming calls and greet clients.
Apply
Apply corporate brand to all material and maintain consistency in appearance.
Arrange
Arrange and participate in internal debriefs.
Assess
Assess activity of third-party vendors and report to team for correction and advise fee-earners.
Assess outcome of listing databases and recommend edits / changes.
Assist in
Assist and participate as needed for industry functions or client events.
Assist event coordination.
Assist in conducting due diligence for client options.
Assist in planning and coordination of travel arrangements.
Assist in planning and scheduling team hosted events.
Assist in planning, scheduling, and promoting of fee-earner hosted events.
Assist in preparation of listing agreements, MLS forms, etc..
Assist in preparing commission invoices and tracking transactions on web-based application.
Assist in scheduling for industrial team.
Assist in the collection of market information and preparation of market reports for client.
Assist in the preparation and update presentations.
Assist in tour set-up and creating tour books.
Assist in utilizing office applications to collect and track data, assemble reports, etc..
Assist other teams, disciplines or business units.
Assist Research in the compilation of relevant local market data.
Assist team with preparing and updating client-specific reports, tour books, market surveys, etc..
Assist with development and implementation of policies and procedures impacting local office.
Assist with drafting lease and sale proposals and counter-proposals.
Assist with onboarding of new brokers.
Assist with Pitches alongside Marketing for edits, coordination and set up, templated libraries.
Assist with PR (press release, etc.).
Attend
Attend client meetings and produce meeting minutes as requested.
Attend strategy sessions with brokers and other departments as necessary to generate.
Attribute
Attribute expenses to specific deals or other codes and track against deal budget.
Backup
Backup Brokerage support for Brokerage Assistant & Brokerage Coordinator team as needed.
Book
Book closed transactions in deal management system for team.
Carry out
Carry out administrative duties such as copying, binding, scanning etc..
Check
Check invoices on AP System and file accordingly.
Close
Close Deal in CRM as required.
Collaborate
Collaborate in the creation and editing of the content of marketing materials and presentations.
Collect
Collect and prepare information for client activity reports.
Collect expense reimbursement documents, such as receipts, and other information from fee-earners.
Communicate with
Communicate with operations staff, fee-earners and Managing Principal.
Compile
Compile information and maintain marketing activity reports for broker team.
Compile information to be used in periodic landlord leasing activity reports.
Compile information for marketing activity reports for broker team as they come across.
Contact
Contact internal and external resources for information.
Coordinate with
Coordinate accounts payable with accounting / finance.
Coordinate and assist with collecting, aggregating, and preparing data.
Coordinate catering, conference room space, invitations, and other event planning activities.
Coordinate client touch programs.
Coordinate Events and Conferences.
Coordinate marketing, research and financial analysis efforts to create marketing packages.
Coordinate preparation of proposals and presentations.
Coordinate property tour packages.
Coordinate the due diligence and marketing process for investment sales and leasing projects.
Coordinate the following -.
Coordinate travel and administer activities.
Coordinate travel and other logistics for fee-earners as necessary.
Coordinate with account leadership to ensure tracking and reporting of client(s) deliverables.
Coordinate with fee-earner for the collection of necessary information.
Coordinate with fee-earners on the timely delivery of necessary information for CRM maintenance.
Coordinate with internal functional groups on behalf of brokers in support of pursuits as.
Coordinate with Legal for review and approval of agreements as necessary.
Coordinate with office staff, and coordinators to distribute and track marketing materials.
Coordinate with other departments based on the needs of the fee-earners.
Create
Create accurate quarterly revenue forecasts.
Create and administer marketing materials and collateral.
Create and maintain building stack sheets in Excel.
Create and maintain electronic filing system and efficient information retrieval system.
Create and maintain filing system and efficient information retrieval system.
Create deal sheet and provide to fee-earner and Director of Operations for review and approval.
Create / prepare, review, or maintain cheque registers.
Create, review, and / or prepare market surveys, tour books, and presentations.
Develop
Develop and mail / email general flyers or collateral on behalf of fee-earners.
Develop and mail general flyers or collateral on behalf of fee-earner.
Develop an understanding of basic real estate, and lease terminology.
Draft
Draft lease and sale proposals and counter-proposals.
Draft / prepare correspondence, memos, presentations, spreadsheets, reports and proposals.
Enable
Enable brokers to focus on revenue generating tasks by efficiently handling operations of team.
Enter
Enter data to support development of internal listings database.
Enter new leads and opportunities into the CRM system and update accordingly.
Facilitate
Facilitate registration, coordination of payment, and coding.
Facilitate sale transaction prospect tracking and reporting in Salesforce.
Follow up
Follow up on Customs and FDA matters and resolve problems.
Follow up on Customs matters and resolve problems.
Follow up with all parties on the execution of deal related documents as required.
Follow up with Landlords and clients to ensure prompt payment on commissions.
Gather
Gather and label required documents.
Generate
Generate & track invoices immediately, upon request.
Handle
Handle client contact lists, including database management.
Identify
Identify and successfully resolve problems with minimal direction.
Keep
Keep up to date and champion the use of JLL technologies.
Liaise with
Liaise with research team to create demographic materials.
Maintain
Maintain and Manage Databases.
Maintain and Manage Research Databases.
Maintain and update broker bios and prospect lists.
Maintain and updates the branch database and branch library of Offering Memorandum and Proposals.
Maintain and updates the space availability database.
Maintain broker inventory lists.
Maintain calendar of due dates and follow up as necessary.
Maintain Client Relationship Management Database.
Maintain company databases to track prospects, clients and deal information.
Maintain listings in CoStar, Loopnet, etc..
Maintain listings in external database.
Maintain local web pages for corporate website and / or property websites.
Maintain outstanding balances in CRM for brokers.
Maintain required competencies around all required software including, but not limited to,.
Manage
Manage and coordinate leasing and / or investment sales process.
Manage and keep current all listing agreements.
Manage and schedule appointments, coordinate calendars for senior executives.
Manage broker events (building, client events, in-house meetings, etc.).
Manage client distribution list creation and maintenance within the CRM system.
Manage content creation process with regards to timeline and production cycle.
Manage deal flow / transaction information using propriety JLL software.
Manage outside vendors for printing and graphics when not produced in-house.
Manage process and track status to ensure vendors are being paid timely.
Manage process of distribution, list updates and activity reporting.
Manage real estate updates and data collection of an internal online tracking tool.
Manage team contact database and oversee database entry.
Manage the distribution of e-blasts (templated property e-blasts, announcements etc.).
Manage transitions to stay on track of the day.
Manage, update and post listings in MarketSphere, Costar and LoopNet.
Manage workflow and approval process for all assigned projects.
Notify
Notify fee-earner of internal and external events and conferences.
Order
Order and maintain current supply inventory (supplies, stationery, covers, etc.).
Oversee
Oversee and maintain marketing schedule (e.g. administration of e-comms) for respective clients.
Oversee & maintain pipeline of assigned brokerage team for 100% accuracy.
Package
Package deal documentation and submit to Revenue Accountant for processing.
Package Deal Sheet with deal documentation and submit for processing.
Perform
Perform all general administrative duties as needed.
Perform basic data gathering, such as property searches and site selections.
Perform clerical duties to include photocopying, mailing and faxing documents.
Perform lease administration work on behalf of sales team for key clients.
Perform research, property searches and site selections.
Populate
Populate template market documents such as tour books, property flyers, and brochures.
Populate template marketing documents, such as tour books, property flyers, and brochures.
Prepare
Prepare and distribute marketing & business development materials / packages.
Prepare and enter expense reports in Workday.
Prepare and execute expense reports on a regular and timely basis.
Prepare and remit applicable brokerage authority reports updates.
Prepare and remit expenses in an accurate and timely manner (e.g. monthly Profit & Loss Reports).
Prepare expense reports, obtain receipts as needed, and reconcile all credit card charges.
Prepare general charts, tables, and graphs.
Prepare surveys, tour books, activity reports, and proposals using a variety of tools and technology.
Process
Process all expense reports for brokers.
Process all invoices for office or region in absence of Office Manager.
Process deal file paperwork (Dealio).
Produce
Produce and maintain Project Control Books, if applicable.
Proofread
Proofread applicable documents as required.
Proofread copy for spelling, grammar, and layout, making appropriate changes.
Provide
Provide advanced administrative support.
Provide applicable IT support to team, as required.
Provide backup coverage for Front Desk Administrator, when necessary.
Provide backup coverage for Receptionist when necessary.
Provide back up for Front Desk Administrator, when necessary.
Provide client care / services (sending gifts, cards, etc.).
Provide Deal numbers as needed for the proper recording of pursuit and deal related expenses.
Provide information to resolve customer shipment related issues.
Provide outstanding customer service to brokerage team, finance team(s) & external clients.
Provide sales and deal support.
Provide sales, marketing and transaction support.
Recommend
Recommend improvements to current policies and procedures and training systems.
Record
Record and relay information to appropriate stakeholders in a timely manner.
Respond to
Respond to requests under certain threshold, such as basic property or ownership searches.
Review
Review and abstract lease / sale documents, prepare financial analysis spreadsheets.
Review and analyze lease / sale documents.
Review calculations on RTDs for accuracy.
Review CRM with fee-earners to ensure the accuracy of the information.
Schedule
Schedule appointments and maintain team member's calendars.
Schedule follow up meetings as necessary to review content.
Schedule marketing events as well as photographs and aerials with third party vendors.
Schedule meeting rooms and appointments.
Schedule meetings with fee-earner and other departments for review and feedback.
Signage
Signage order and installation, including coordination of signage vendors.
Sort
Sort, prepare, and deliver incoming / outgoing mail.
Support
Support broker teams through day to day administration, report preparation, and related activities.
Support population of Internal Listing Database on behalf of fee-earners.
Support the overall administrative needs for the office.
Support timeliness of deliverables.
Track
Track accounts receivable ensuring timely collections.
Track and monitor the day-to-day transaction work and workload of team members.
Track broker prospecting and deal expenses.
Track expense budgets for all deals and escalate to Market Operations.
Track Opportunities, Listings, and Deal-Related Expenses in Engage.
Train
Train and develop Power User status with internal systems and technologies, as well as Microsoft.
Update
Update and maintain client database using Salesforce.
Update CoStar, LoopNet and other electronic property listings.
Update CRM system on behalf of fee-earners.
Update existing materials.
Update information in Salesforce on behalf of brokers.
Update listings (jll.com, CoStar, Power Search, Marketsphere, Buildout).
Update pipeline and draft RTD's for review by brokers.
Update pipeline / drafts RTDs for supervising by C&W real estate professional.
Update pipelines for review by broker and submission to local leadership.
Update website content, social media, etc. on behalf of brokers.
Use
Use social media channels like LinkedIn and update listings on property marketing website(s).
Utilize
Utilize Eloqua to deploy property marketing email campaigns.
Work with
Work effectively with senior leadership.
Work heavily with Marketing to administratively support Marketing efforts.
Work independently and together within a team on special non-recurring and ongoing projects.
Work with appropriate contact to maintain intranet / extranet sites for client and property purposes.
Work with Branch Public Relations vendor with regard to press releases.
Work with fees earners and team to collect necessary documentation and deliver to Revenue Accountant.
Work with Marketing to schedule and organize marketing collateral and events.
Work with Research to produce research materials.
Most In-demand Hard Skills
The following list describes the most required technical skills of a Brokerage Coordinator:
Microsoft Office Suite
MS Outlook
Pitch
Business
CRM
Real Estate
Administrative Support
Adobe Acrobat Pro
Adobe Creative Cloud
Costar
Most In-demand Soft Skills
The following list describes the most required soft skills of a Brokerage Coordinator:
Written and oral communication skills
Detail-oriented
Interpersonal skills
Organizational capacity
Multi-task
Proposal coordination
Attention to detail
Proofreading
Self-starter
Take initiative
Professionalism
Proactive
Time-management
Flexible
Team player
Maintain confidentiality
Navigate through obstacles
Problem-solving attitude
Solve problems
Take direction from multiple sources
