Transaction Coordinator/Administrative Assistant

About the position The Brokerage Coordinator will report directly to the Designated Managing Broker and will play a crucial role in supporting fee-earners within the organization. This position is designed to manage and support various client service activities, including the preparation of pitches and proposals, transaction support, and administrative assistance for fee-earners. The Brokerage Coordinator will be responsible for ensuring that the fee-earners have the necessary resources and support to meet their clients' needs effectively. This role requires interaction with multiple departments within the organization, facilitating communication and collaboration to enhance service delivery. In this position, the Brokerage Coordinator will manage a comprehensive database of all fee-earners, ensuring that all information is up-to-date and accessible. The role involves overseeing the content creation process, coordinating timelines, and managing the production cycle for various marketing materials. The Brokerage Coordinator will also support the timely delivery of essential documents and materials, ensuring that all sales and deal support activities are executed efficiently. Key responsibilities include coordinating pitches and proposals, managing collaboration with the Marketing, Research, and Financial Analyst teams, and populating template market documents such as tour books and property flyers. The Brokerage Coordinator will also be tasked with organizing transaction documents, maintaining client contact lists, and entering new leads into the CRM system. Additionally, the role involves scheduling meetings, planning events, and preparing deal-related documents for review and delivery. The Brokerage Coordinator will also assist in creating marketing content for social media and other platforms, ensuring that the fee-earners are well-supported in their client interactions.

Responsibilities

• Manage database of all fee-earners ,
• Manage content creation process with regards to timeline and production cycle ,
• Coordinate with other departments based on the needs of the fee-earners ,
• Support timeliness of deliverables ,
• Provide sales and deal support ,
• Pitch and proposal coordination ,
• Manage coordination with Marketing, Research, and Financial Analyst on behalf of fee-earner for the creation of pitch/proposal and deliver content as necessary ,
• Populate template market documents such as tour books, property flyers, and brochures ,
• Create or assist with production and design marketing and collateral deliverables (e.g., pitch presentations, proposals, property flyers, brochures, marketing eblasts, event invitations, tour books) ,
• Organize transaction documents, including confidentiality agreements, leases, contracts, listings, closing documents, etc. for deal submission ,
• Handle client contact lists, including database management ,
• Enter new leads and opportunities into the CRM system and update accordingly ,
• Schedule meetings with clients on behalf of fee-earner and coordinate any other arrangements as needed ,
• Assist in planning, scheduling, and promoting of fee-earner hosted events ,
• Prepare deal related documents and provide to fee-earner for review, approval, and delivery including marketing on social media content and creation ,
• Conduct other administrative duties as necessary Requirements
• Bachelor's Degree (Business, Marketing, Communications, or Finance a plus) or equivalent experience preferred ,
• 3+ years' experience in a professional organization or equivalent educational experience ,
• Administrative experience for executive level professional for more senior positions preferred ,
• Advanced knowledge of Microsoft Office ,
• Intermediate knowledge of Adobe InDesign, Photoshop or CANVA a plus ,
• Excellent written and oral communication skills ,
• Ability to multitask ,
• Ability to take direction from multiple sources ,
• Excellent project management skills ,
• Excellent attention to detail ,
• Demonstrated aptitude to solve problems and navigate through obstacles Nice-to-haves
• Experience as a Real Estate Transaction Coordinator with 3+ years of experience ,
• Willingness to obtain a Washington and Oregon Real Estate License Benefits
• Professional development assistance Apply tot his job

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