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Administrative Assistant

Company: CUSHMAN
Location: Southfield
Posted on: February 16, 2020

Job Description:

Job Title
Administrative Assistant
Job Description Summary
The Brokerage Administrator will serve as the senior support for the fee-earner and/or team. This position is responsible for support and management of client service activities such as pitch and proposals, transaction support, and fee-earner administrative support. The Brokerage Administrator will interact with various departments within the organization on behalf of the fee-earner to ensure they are able to meet the needs of their clients. In this capacity, the Brokerage Administrator will be viewed as a direct line of communication to the fee-earner themselves.
Job Description

Job Description

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Manage database
  • Manage content creation process with regards to timeline and production cycle
  • Coordinate with other departments based on the needs of the fee-earner
  • Support timeliness of deliverables
  • Provide sales and deal support
    KEY RESPONSIBILITIES

    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
      • Maintain calendar of due dates and follow up as necessary
      • Attend strategy session with fee-earner and other departments as needed
      • Schedule meetings with fee-earner and other departments for review and feedback
      • Schedule meetings with prospect and arrange any other accommodations that may be required,
        such as catering, transportation, and space reservations
        • Coordinate with Marketing on the production of pitch/proposal when outside vendor is required
          for printing
          • Perform basic data gathering, such as property searches and site selections, on behalf of fee-earner as appropriate
          • Populate template market documents such as tour books, property flyers, and brochures
          • Schedule follow up meetings as necessary to review content
            Other Service Delivery
            • Abstract leases and draft proposals with direction from supervising C&W real estate professional
            • Compile information to be used in periodic landlord leasing activity reports
            • Organize transaction documents, including confidentiality agreements, leases, contracts, listings,
              closing documents, etc.
              • Handle client contact lists, including database management
              • Execute property tour logistics for showing, including coordination with fee-earner and/or
                licensed professional, scheduling meeting with prospect, and arranging any other

                accommodations that may be required (e.g., delivering food, reserving space)
                • Work with fee-earner and Marketing to determine if material request requires marketing
                  assistance or Service Delivery Coordinator assistance
                  • Develop and mail general flyers or collateral on behalf of fee-earner
                  • Coordinate with team to execute on the project lifecycle
                    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
                    • Communicate current CRM pipeline with Director of Operations and Managing Principal and
                      assist in scheduling of meeting with fee-earner when necessary

                      Client Interaction
                      • Schedule meetings with Client on behalf of fee-earner and coordinate any other arrangements
                        as needed
                        • Attend client meetings and produce meeting minutes as requested
                        • Follow Up with Client on the delivery of necessary information and to provide progress updates
                          Coordinate Events and Conferences
                          • Notify fee-earner of internal and external events and conferences
                          • Register fee-earner for desired events
                          • Coordinate payment and coding of event price
                          • Assist in planning, scheduling, and promoting of fee-earner hosted 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 required
                            • Prepare deal related documents 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 Accounting for processing
                            • Close Deal in CRM as required
                              Maintain Databases
                              • Manage fee-earner Internal Listing Database on behalf of fee-earner
                                Inputting new listings into database and uploading all required information to include but

                                not limited to property, availability, and rental rate information

                                Updating existing listings in database Removing inactive listings in database Communicating all additions, deletions, and updates to Research

                                • Coordinate with fee-earner for the collection of necessary information
                                • Work with Research team to manage third party databases on behalf of fee-earner
                                  --- Updating CoStar, LoopNet, EDC, and other related listing sites with current availability

                                  information

                                  --- Uploading property flyers to third party sites
                                  • Coordinate with fee-earner for the timely collection of necessary information to maintain third
                                  • party sites

                                    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

                                        REPORTING RELATIONSHIP

                                        Role will report to the following:
                                        • Market Director of Operations

                                          METRICS

                                          Role will be evaluated on the following:
                                          • Accuracy of produced documents
                                          • Timeliness of produced documents
                                          • Variance to budget and timeline

                                            BACKGROUND AND EXPERIENCE

                                            Demonstrated experience should include:
                                            • Bachelor's Degree (Business, Marketing, Communications, Finance, Engineering, or
                                              Architecture as plus)
                                              • 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
                                              • Advanced knowledge of InDesign and Salesforce a plus
                                              • 1-3 years real estate industry experience

                                                COMPETENCIES
                                                • 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

                                                  Cushman & Wakefield provides equal employment opportunity. Discrimination of any type will not be tolerated. Cushman & Wakefield is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status or any other characteristic protected by state, federal, or local law.","datePosted":"2020-01-13T00:00:00.000Z

Keywords: CUSHMAN, Southfield , Administrative Assistant, Administration, Clerical , Southfield, Michigan

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