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Brokerage Assistant in San Francisco, CA at JLL

Date Posted: 3/17/2019

Job Snapshot

Job Description

Overall General Administrative Responsibilities:
  • Prepare documents including Request for Proposals, Letters of Intent, customer and prospect correspondence, reports, account invoices, etc. with direction from brokers and/or knowledge of company policies, procedures and best practices.
  • Perform administrative and office support functions and activities for multiple managers to include calendar management, meeting planning on and off-site, travel and expense management, filing and faxing.
  • Type, format and produce documents such as presentations, correspondence, standard reports in accordance with corporate governed standards and guidelines with an attention to detail.
  • Work closely with assigned brokers to leverage the deal process utilizing Dealio to enter all data and documents to create invoices. Prepare commission invoices and tracking transactions on Dealio
  • Participate in regular administrative and business unit meetings as requested to understand and facilitate client goals.
  • Provide support to broker team in various industry specific technology applications such as Dealio, CRM,  CoStar, and PeopleSoft.
  • Maintain and manage contact databases in CRM, Outlook and Excel. Update and maintain company database to track prospects, clients and deal information.
  • Coordinate meetings
  • Prepare and execute expense reports and statement reconciliations on a regular and timely basis.
  • Create and maintain filing system with efficient information retrieval system.
  • Perform various clerical duties including responding to/creating emails, photocopying, answering phones, arranging travel, mailing and faxing documents.
  • Produce documents such as reports, invoices, proposals, agreements, and PowerPoint presentations in a timely and accurate manner.
  • Review lease documents and writing lease summaries and abstracts, reviewing other materials as part of the due diligence process

Marketing/Deal and Business Development Related Responsibilities:

  • Produce tour books, often with a short lead time
  • Based on information provided, create maps, aerials, tour schedules, tour plans, profile sheets, matrixes and research to compile the tour books.
  • Coordinate/manage hard copy and email mailings and blasts using various databases.
  • Work with Marketing with creation of flyers of new listings and update flyers as needed.
  • Assist team with preparing and updating client-specific reports including Work In Progress reports
  • Assist and participate as needed for industry functions or client events.

Requirements:

  • Bachelor’s Degree or commensurate experience preferred
  • Workplace experience: Minimum of 2 years in administrative support role and real estate background is preferred.
  • Advanced Microsoft Office and Adobe Creative Suite knowledge (Excel, Word, PowerPoint, and Outlook, Photoshop, InDesign, Illustrator and Acrobat).
  • Experience with commission calculations preferred.

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