JOB SUMMARY
Plays a crucial role in providing creative marketing, research, and administrative support to group of professional and executive level sales professionals. Responsible for preparing proposal, presentation and communication materials. Coordinates the distribution of internal and external marketing information.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Gathers supporting documentation to complete voucher forms and process Brokers' commission payments while abiding by company accounting policies as well as local and national laws.
Maintains CBRE brand, product, office and client messaging and consistency by applying templates to produce marketing materials including flyers, proposals, tour books, maps, floor plans and qualification packages.
Creates standard listing and commission agreements; coordinates non-standard listing creation, facilitates notices, requests and approvals with sales/client facing professional, out of state CBRE offices and legal department; in coordination with other department team(s), maintains and tracks listing(s) and commission agreement(s). Ensures client(s) receive executed copy.
In coordination with other team members, facilitates the listing process to include: creating marketing budget, monitoring expiration dates, maintaining Confidentiality Agreements/prospect lists and providing client status reports.
Manages team webpage updates, monthly newsletters to clients, LinkedIn page for the team, any ad hoc executive assistant duties.
Assists with coordination/compilation of market and property research to include: local amenities, competitive mystery shops, new construction, demographics, aerials/maps, traffic counts, etc.
Organizes the preparation and production of customized, client specific property information packages in response to Requests for Information (RFIs) and Requests for Proposals (RFPs).
Maintains multidimensional complex calendar with extreme detail, contact database, schedules appointments, completes travel or conference arrangements and may arrange meetings and conferences for an assigned work group. Coordinate collateral materials needed for meetings while traveling.
Coordinates executive off-sites and client events including vendor negotiations, researching potential sites and cost estimates, budgeting and marketing materials (seasonal).
Coordinates the creation of press releases, client sponsored or sales/client facing professional events, social media feeds and obtains appropriate approvals as required.
Establishes and maintains electronic record keeping and filing systems and updates the deal tracker. Saves and logs offering and due diligence documents. Completes broker pipeline report to assist in managed brokerage.
Types, formats, and produces documents such as proposals, presentations, correspondence, and standard reports as directed.
Maintains internal and external databases such as ACT (as backup CSC) and Deal Flow. Generates standard and ad hoc reports as required and assist with website updates (as needed).
May coordinate advertising schedules and placement with local centralized marketing group. Tracks, collates and maintains inventory of marketing materials.
Other duties may be assigned.
SUPERVISORY RESPONSIBILITIES
No formal supervisory responsibilities in this position.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and EXPERIENCE
Associate's degree (A.A.) or equivalent from 2-year college required. 3 years' experience providing administrative support to multiple or team of professionals; ability to determine and respond to conflicting priorities preferred. 2 years' experience in the Real Estate industry.
CERTIFICATES and/or LICENSES
None.
COMMUNICATION SKILLS
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, coworkers and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.
FINANCIAL KNOWLEDGE
Requires knowledge of financial terms and principles. Ability to calculate intermediate figures such as percentages, discounts and/or commissions. Conducts basic financial analysis. Ability to abstract a lease.
REASONING ABILITY
Ability to comprehend, analyze, and interpret documents. Ability to solve problems involving several options in situations. Requires intermediate analytical and quantitative skills.
OTHER SKILLS and ABILITIES
Advanced skills with Microsoft Office Suite, internet research and web publishing skills. Ability to manipulate basic templates in Power Point and/or InDesign preferred. Strong marketing knowledge needed.
SCOPE OF RESPONSIBILITY
Decisions made with thorough knowledge of procedures and company policies to achieve set results and deadlines. Responsible for setting own project deadlines. Errors in judgment may cause negative impact to internal and external clients.
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