Job Title

Brokerage Coordinator - Boca Raton

Job Description Summary

Responsible for providing local Brokerage and Office support for commercial services within a specified market. This role will help to ensure that administrative and operational functions are provided to a local office in an efficient and effective manner. They will work closely with the Operations Manager and fee-earners within the market to provide support and implement strategic initiatives. The Majority of the duties are administrative in nature with a focus on marketing / business development support.

Job Description

Essential functions and responsibilities

Creatively solve problems to ensure the market’s offices operate in an efficient and effective mannerProvide administrative support duties for the office and fee-earners.Provide assistance onboarding and with employee trainingSupport mail room operations and staff when needed (i.e., mail sorting, postage machine, fax and copy machines)Support office technology implementations, upgrades, support, facilities, telecommunications, emergency preparedness and business continuity planningEnsure corporate standards and internal company processes and systems are leveragedAct as a role model for the office staff

Pipeline Management, Revenue Reporting and Forecasting

Help promote culture of compliance within office for fee-earners to routinely update CRM systemCommunicate and enforce guidelines on updating CRM system within officeWork with Operations Manager to follow up with fee-earners to update pipeline information

Track Listings and Deal-Related Expenses

Enter and update opportunity information in CRM system according to prescribed guidelinesCheck for any conflicts/duplicates in opportunity ownership and escalate to fee-earnerMaintain tracking of expenses related to deals, using Commissions Accounting and CRM SystemsAssist in updating CRM Upon closing of dealsCollect necessary documentation and deliver to Commissions AccountingEnter deal management calculations into CRM upon closing of dealsAll other aspects of the deal process.

Support Sales, Transactions and Marketing

Assist in the Creation and/or editing of presentation materials including flyers, leasing proposals, eblasts and invitations using standard marketing approved templates.Assist in the production and distribution of reports, proposals and other materialsResponsible for client / contact mailing campaignsCreation and execution of tour books and other deliverablesUpdate and maintain client databaseTracking outstanding invoices

Enter Expense Reports

Collect expense reimbursement documents, such as receipts, and other information from fee-earners and submit for processing.Attribute expenses to specific deals or other codes and track against deal budget

Vendor Management / Administration

Manage purchasing and maintenance of office supplies and office equipment (i.e., furniture, IT equipment, telephones, snack services, plants, etc.) by ordering through Workday, procurement, or outside vendorEnter all new local vendors into Workday and cleanse data, if requiredProcess vendor payment

Other Administrative Duties

Work with Operations Manager on business continuity issues such as emergency plansWork in conjunction with IT, Telecomm and Real Estate on office related issuesPerform more administrative duties such as booking travel, answering phones, managing conference spaces, receiving guests, cleaning kitchens and conference spaces, collecting and distributing mail, run copy room or copier, submitting maintenance requestsAssist with other aspects of meetings and managing calendars for a fee-earners and/or other departmentMaintain confidential department records and office files in accordance to internal company proceduresCoordinate catering, venue selection, invitations, and other event planning activities as needed

Metrics

Role will be evaluated on the following:

Management of costs to budgetPositive attitudeProfessionalismEfficiency and dependabilityOrganizationCustomer service and people skillsDesk and phone coverageTimeliness and responsiveness to requests and conflict resolutionAbility to work well with Senior LeadershipAbility to set priorities, meet deadlines and multitask

BACKGROUND AND EXPERIENCE

Demonstrated experience should include:

College degree preferred3-5 years of administrative support experienceHR administrative, accounting or marketing skills preferred

additional eligibility qualifications

Basic/Intermediate/Advanced Microsoft Office Suite skills, including Excel, Outlook, PowerPoint, WordKnowledge of Indesign preferredAbility to plan, organize and manage processesAbility to deal and communicate effectively with all levels of staff and management

WORK ENVIRONMENT

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to communicate with others and exchange accurate information; operate a computer and other office productivity machinery; move about the workplace; remain in a stationary position for 50% of the time; and extend hands and arms in any direction.

aap/eeo statement

C&W provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.  Further, C&W takes affirmative action to ensure that applicants are employed and employees during employment are treated without regard to any of these characteristics.  Discrimination of any type will not be tolerated.

other duties

This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

Cushman & Wakefield provides equal employment opportunity. Discrimination of any type will not be tolerated. Cushman & Wakefield is an Equal Opportunity / Affirmative​ Action employer. All qualified applicants will receive consideration for employment without  regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status or any other characteristic protected by state, federal, or local law.

In compliance with the Americans with Disabilities Act Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position at Cushman & Wakefield, please call the ADA line at 1-888-365-5406 or email HRServices@cushwake.com. Please refer to the job title and job location when you contact us.