Job Title

Job Description Summary

Job Description

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Provide senior administrative and office support to local brokers specializing in office and investment services
• Assist in the creation and/or editing of presentation materials including flyers, leasing proposals, case studies, email blasts, invitations, etc.
• Utilize standard marketing-approved templates and graphics while assisting in the creation of presentation materials, etc.
• Sort, prepare, and deliver incoming/outgoing mail
• Assist with all aspects of meetings and manage active calendarsfor brokers
• Maintain confidential department records and office files in accordance with internal company procedures
• Proofread and correct spelling, grammatical, and layout errors
• Coordinate and assist with collecting, aggregating, and preparing data
• Handle client contact including database management; update information in Salesforce on behalf of brokers
• Update pipeline and draft RTD's for review by brokers
• Answer and screen incoming telephone calls
• Coordinate travel and administer activities
• Provide backup coverage for Front Desk Administrator, when necessary
• Assist with development and implementation of policies and procedures impacting local office
• Work independently and together within a team on special non-recurring and ongoing projects
• Courteously greet visitors and other customers, determine their needs, and direct them to the appropriate person
• Work effectively with senior leadership
• Coach and mentor Administrative staff
• Perform special projects as required
• Prepare expense reports, obtain receipts as needed, and reconcile all credit card charges
• Update CoStar, LoopNet and other electronic property listings
• Organize transaction documents including confidentiality agreements, leases, contracts, listing agreements, closing documents, etc. and ensure all parties have copies of documents if required
• Work with internal marketing professionals and external vendors to determine what marketing material is required
• Coordinates marketing, research and financial analysis efforts to create marketing packages

KEY COMPETENCIES:

• Client services skills;
• Communication proficiency both oral and written;
• Financial analysis;
• Organization skills;
• Teamwork orientation; and
• Multi-tasking.

EDUCATION / WORK EXPERIENCE / ADDITIONAL ELIGIBILITY QUALIFICATIONS:

• Bachelors degree in Business, Finance or Real Estate
• Minimum of 3+ years of prior administrative office experience or any similar combination of education and experience
• Proficiency with Microsoft Office Suite and Microsoft Creative Suite (i.e., InDesign)
• Excellent phone and organization skills
• Ability to set priorities, meet deadlines, and multitask
• Strong writing, editing, and proofreading skills
• Independent judgment is required to plan, prioritize, and organize a diversified workload and demonstrate leadership skills to support the entire office
• Proven record of providing both internal and external customer service
• Ability to handle sensitive information with discretion
• Excellent interpersonal skills and problem solving ability
• Excellent verbal and written communication skills
• Demonstrated ability to serve as professional role model to junior level office support staff
• Excellent attendance and punctuality
• The qualified candidate will be detail oriented, able to handle multiple projects simultaneously, extremely professional, and customer service oriented

Physical Requirements

• Involves work of a general office nature; typically includes extended periods of sitting and/or operation of a computer for up to 8 hours a day
• May involve periods of standing, such as operating at a copier/fax/scanner
• Regularly required to talk, hear, and use hands and fingers to write and type
• Ability to speak clearly so others can understand you
• Ability to read and understand information and ideas presented orally and in writing
• Ability to communicate information and ideas in writing and orally so others will understand
• Regularly required to utilize vision abilities, allowing reading of printed material, graphics, and computer displays

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 herein are representative of those that must be met by an employee to successfully perform the essential functions of the job. Some limited travel may be required for site inspections or to meet with local clients. While performing the duties of this job, the employee is regularly required to communicate with others and exchange accurate and timely information, operate a computer and other office equipment, move about the workspace, remain in a stationary position for 75% of the time, and extend hands/arms in any direction.

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.