Sr. Project Coordinator

Job description

A Senior Project Coordinator will provide high level support, and leverage to multiple assigned real estate professionals, often handling a large amount of details relating to complex real estate transactions. You will help manage deal transactions, customize marketing materials, client interaction, new business activities, moderate financial management, and general support.  

This position would be responsible for prioritizing projects to meet multiple deadlines in a fast-paced, team-oriented environment with direction from brokers and/or knowledge of company policies, procedures and best practices. You would assist in the planning, implementation and development of new marketing ideas for partners and clients. You would have advanced skills in Technology Tools.

This role would be a strategic partner to the brokers often becoming more involved with clients and deals. You’d be seen as a leader among peers and subject matter expert. This role is the go-to senior team member who provides mentoring, training and on boarding support to new team members. You would create a specialty/niche by partnering with leads on initiatives to roll out to the team (i.e. Marketing, Tech Tools, etc.).

The role provides a unique opportunity with exposure to all aspects of the business in an excelling market with high visibility.  We promote an organizational culture of trust and teamwork, build an inclusive work environment that embraces diversity, and elevate our people to achieve business growth.Key responsibilities

·  Update and maintain company CRM (e.g. Spider) to track prospects, clients and deal information
·  Manage, update, and process deal file paperwork, gather and label required documents, obtain necessary approvals & close transactions in financial software (e.g. Dealio, CapForce).
·  Manage and review monthly WIP reports with key stakeholders
·  Provide interface for brokers on IT issues, including computer needs, email, voicemail, cell phones, and other related technology and equipment
·  Update and maintain broker professional profiles and other marketing related material as needed
·  Participate in regular administrative assistant and business unit meetings
·  Prepare documents including Request for Proposals, Letters of Intent, customer and prospect correspondence, leasing status reports, account invoices, etc. with direction from brokers and/or knowledge of company policies, procedures and best practices
·  Active liaison with marketing, research and finance departments
·  Add and update current commercial real estate listings to website, Costar, VTS and other platforms
·  Assist with preparation of client deliverables and presentations which influence and provide impact for the client with assistance from Marketing
·  Assist with gathering research information and completing market surveys, including gathering building information, maps and pictures, CoStar data, and creating building tour books
·  Maintain all landlord agency listing expiration dates and submit renewal letters when appropriate
·  Proactive approach and anticipating the needs of the team to stay ahead of projects and deadlines
·  Client engagement and interaction including correspondence, both written and oral
·  May participate in client tours (RE license required)
·  Strategic partner to brokers with knowledge of clients, details of requirements and lease transactions
·  Subject matter expert in Marketing, Technology Tools, Business Development or other areas crucial in helping to win more business
·  Participates in mentoring, onboarding and training new hire brokerage support staff
·  Create and maintain intranet sites for client and property purposes including, View the Space and Hightower
·  Create and edit presentations, pitches, and client deliverables for prospect/client meetings with PowerPoint, Adobe InDesign and Microsoft Software
·  Update and maintain company Contact Relationship Management database to track prospects, clients and deal information
·  Perform general duties such as printing, binding, scheduling meetings, greeting clients, conference room set up, office maintenance, making travel arrangements and front desk coverage as needed to further support and leverage the sales process
·  Processing of expense reports
·  Duties assigned as the business needs require

Experience and qualifications

·  3 years relevant experience supporting multiple people preferably in the commercial real estate industry or other professional services organization
·  Bachelor’s Degree preferred
·  High level of proficiency and working knowledge of Microsoft Word, Excel, Power Point, Outlook required and knowledge of Adobe Software such as InDesign and Photoshop a plus
·  Work enthusiastically in a team atmosphere, promoting collaboration and idea sharing verbally and through action
·  Strong organizational, interpersonal and communication skills
·  Strong ability to multi-task with multiple projects and deadlines in a “high-volume” fast paced environment
·  Strong proofreading and editing abilities
·  Ability to manage time well and be self-motivated, without direct supervision
·  Strong client service orientation; proactive working style and friendly, helpful attitude
·  Commitment to high professional ethical standards

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