Description

• Support brokers in the lease transaction process, including routing documents for signature, creating invoices, updating marketing materials, creating comps, and saving documents in appropriate locations.
• Update stacking plans on an as-needed basis to reflect executed leases and current lease information.
• Track leasing activity and deal status using VTS, Yardi, and Excel.
• Use Planner and Outlook Calendar to keep track of the lease transaction progress.

Administrative Support

• Schedule property tours, internal and external meetings, conference calls, and minor travel arrangements.
• Organize and maintain team and property files in SharePoint.
• Submit expense reports for team members using Emburse.
• Assist brokers with updating activity reports in Excel, VTS, and Yardi, and send reports to clients on a weekly basis.
• Print and bind marketing materials such as flyers, tour books, and presentation boards.
• Assist with organizing client and broker engagement activities, including holiday gifts and networking events.
• Update Excel spreadsheets to keep track of property information and deals in the market.
• Manage broker calendars and assist with daily tasks and reminders.

Marketing

• Coordinate with the marketing team to assist with the completion of flyers, stacking plans, presentations, and tour books.
• Provide the marketing team with required property information and support brokers in reviewing and approving materials in a timely manner.
• Help maintain listing databases such as CoStar, VTS, and RealtyAds with accurate property information.

Additional Duties

• Provide occasional backup coverage for reception, including phone support and mail distribution, as needed.
• Perform general administrative tasks and other duties as assigned.

Qualifications

• Bachelor’s degree preferred.
• 2–4 years of experience in real estate, leasing coordination, or high-level administrative support.
• Experience in commercial real estate or a strong desire to learn the industry.
• Strong organizational skills with attention to detail.
• Ability to prioritize, multitask, and meet deadlines in a fast-paced environment.
• Excellent verbal and written communication skills.
• Required: Proficiency in Microsoft Excel, SharePoint, VTS, Yardi, Commercial Edge, RealtyAds, InDesign, DocuSign, Outlook, and Adobe.
• Professional, flexible, and a proactive team player.