Brokerage Specialist

ESSENTIAL DUTIES AND RESPONSIBILITIES 
• Provide sales, marketing, and transaction support 
• Control and manage the pipeline of active transactions and see them to close 
• Manage standardized & customized post-closing processes 
• Manage due diligence and marketing process with clients for investment sales and leasing projects 
• Prepare monthly & weekly reports for clients including current status of deals, marketing efforts for available properties, companies currently targeting, etc 
• Coordinate with other departments based on the needs of the fee-earner 
• Support timeliness of deliverables 
• Review and analyze lease/sale documents 
• Manage and coordinate leasing and/or investment sales process 
• Support the creation of marketing materials and presentations, including flyers, corporate leasing proposals, case studies, qualifications booklets, email blasts, invitations, and website content using Adobe InDesign 
• Support content creation process with regards to timeline and production cycle 
• Maintain local & third party web pages for corporate website and/or property websites 
• Plan and support client and local C&W events (e.g. State of Real Estate, charitable events, etc.) 
• Manage progression of escrow process working with photographers, engineers, environmental surveyors, escrow officers, title reps, etc. 
• Exercise discretion and independent judgment in the performance of job duties listed above 

Key responsibilities 

Transaction & Pipeline Coordination 

• Schedule & oversee the marketing efforts behind the sales process for every exclusive listing 

• Follow up with prospective buyers to discuss their needs & concerns 

• Schedule tours & orchestrate communication with fee-earner 

• Create weekly updates to be circulated to ownership and fee-earner to keep them updated on marketing efforts 

• Collect offers, create an offer summary matrix, and manage prospective buyers through a funnel system 

• Manage escrow timelines to ensure that deals are happening in a timely fashion 

Marketing Material Coordination 

• Coordinate with Marketing, Research, etc. on behalf of fee-earner for the creation of pitch/proposal as needed. This includes obtaining and delivering necessary information for content creation for marketing deliverables (graphic design, mapping, etc.) 

• Attend strategy sessions with fee-earner and other departments as necessary 

• Schedule meetings with fee-earner and other departments for review and feedback 

• Schedule meetings with prospects/clients and arrange any other accommodations that may be , such as catering, transportation, and space reservations 

• Coordinate with Marketing with respect to production of marketing materials when outside 

vendor is  for printing 

• Perform basic data gathering, such as property searches and site selections 

• Populate template market documents, such as tour books, property flyers, and brochures 

• Schedule follow up meetings as necessary 

Other Service Delivery 

• Compile information to be used in periodic client activity reports 

• Handle client contact lists, including database management 

• Assess activity of third -party vendors and report to team for correction and advise fee earner 

• Execute property tour logistics for showing, including coordination with fee-earner and/or licensed professional, scheduling meetings, and arranging any other accommodations that may be  (e.g., delivering food, reserving space) 

• Develop and mail/email general flyers or collateral on behalf of fee-earner 

• Schedule marketing events as well as photographs and aerials with third party vendors 

Maintain CRM 

• Update CRM system on behalf of fee-earner 

• Research potential conflict of new pursuits 

• Coordinate with fee-earner on the timely delivery of necessary information for CRM maintenance 

• Enter new leads and opportunities into the CRM system and update accordingly 

• Provide Deal numbers as needed for the proper recording of pursuit and deal related 

expenses 

• Review CRM with fee-earner to ensure the accuracy of the information 

Coordinate Events and Conferences 

• Notify fee-earner of internal and external events and conferences 

• Register fee-earner for desired events 

• Coordinate travel and other logistics for fee-earner as necessary 

Deal Documentation and Revenue Accounting 

• Follow up with all parties on the execution of deal related documents as  

• Process all reimbursement requests of fee-earner 

• Prepare deal related documents – internal for C&W as well as Case Study, Press Release and Just Sold communication and provide to fee-earner for review, approval, and delivery 

• Coordinate with Legal for review and approval when template documents are insufficient 

• Create deal sheet and provide to fee-earner and Director of Operations for review and approval 

• Package Deal Sheet with deal documentation and submit to Revenue Accountant for processing 

• Close Deal in CRM as  

Respond to Data Requests 

• Communicate requests with Marketing, Research, and Financial Analyst for the delivery of necessary information 

• Maintain calendar of due dates and follow up as necessary 

• Respond to requests under certain threshold, such as basic property or ownership searches 

• Conduct Other Administrative Duties as necessary. 

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.