Brokerage Coordinator (Reception & Administrative)

Job Description Summary

The Brokerage Coordinator is at the forefront of delivering a positive office experience as a cultural ambassador, community advocate and service leader. As part of a “front-of-house” team, the Brokerage Coordinator is responsible for creating a supportive and comfortable atmosphere by welcoming visitors and supporting all employee-facing services. The ideal candidate will be detail oriented, able to handle multiple projects simultaneously and exhibit a friendly, professional, and customer service-oriented demeanor. This role will ensure that administrative and operational functions are provided to local staff in an efficient and effective manner.

Job Description

Concierge / Front of the House

• Greets employees and announces clients and visitors during office business hours

• Coordinates client visits and validates parking

• Receives and directs incoming calls to appropriate parties

• Serves as concierge to the Seattle corporate office including meeting set up, coordinating catering, furniture reset, and delivering temporary equipment and supplies

• Creatively solve problems to ensure the office operates in an efficient and effective manner

• Utilize and assist as needed with conference room technology and network connectivity

• Ensure special deliveries to front desk are handled appropriately and per office requirements

Day to Day Office Coordination

• Collects and distributes mail daily

• Purchasing and maintenance of office supplies and office equipment by ordering through Workday, procurement or outside vendor

• Submits janitorial and maintenance work orders as needed and/or communicate with appropriate partners to address issues

• Schedules office vendor appointments, communicates with office regarding any temporary issues, and ensures work completion

• Verifies credit card charges and processes expense reports to ensure accuracy and compliance with company policies

Brokerage Support

• Prepare Real Estate Contracts & Forms - Purchase and Sale Agreements, Leases Agreements, Tenant Estoppels and Disclosures (Property Information Sheets and Seller’s Mandatory Disclosure)

• Draft Listing Agreements – Cushman & Wakefield and AIR Forms. Coordinate with Legal Department and management to finalize for execution and tracking

• Prepare and format Letters of Intent, Proposals to Lease or Purchase, Counter Responses and other Transaction Related Correspondences

• Coordinate closed deal submission to the Deal Desk

• Organize all agreements, property information and due diligence materials for each pursuit and transaction

• Support timeliness of team’s deliverables

• Coordinate marketing efforts with corporate marketing functions

• Procurement and coordination of property marketing collateral such as signs and professional photography subject to Cushman & Wakefield’s procurement policies and Managing Principal approval

• Create, enter and maintain listings in external listing multiple services (AIR, LoopNet, and CoStar)

• Maintain team’s internal active list of property listings and pursuits

• Prepare property surveys, tour books, property flyers/brochure and other marketing materials as needed

• Research availabilities and comps in listing multiple service and internal Cushman & Wakefield database

Qualifications

• HS Diploma or GED required

• A minimum of 1 year of front desk, concierge, customer service or other hospitality experience is preferred.

• Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.

• Comfortable meeting and engaging with new people.

• Warm and engaging demeanor. Ability to assess circumstances, empathize and offer help.

• Utilize a high level of attention to detail as well as strong interpersonal skills.

• Have a positive attitude and a strong sense of urgency in resolving any issues that may arise.

• Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.

• Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.

• Intermediate skills with Microsoft Office Suite products such as Word, Excel, PowerPoint, Adobe CC, Visio, SharePoint, OneNote, Outlook, etc. with and embracing of new technologies and digital tools; such as Apps, databases, financial management, work order management, social networking, cloud technologies, handheld mobile technologies and applications, and communications.

• Ability to work requiring significant walking or through other means of mobility. Ability to work in a standing position for long periods of time. Ability to reach, bend, stoop, push and/or pull and frequently lift up to 20 lbs. and occasionally lift/move up to 40 lbs.