Overview
We are looking for a Administrative Assistant to join our Brokerage Operations team. You will provide high level support to commercial real estate brokerage producers within our Wayne office. You will have the opportunity to engage in a well-rounded set of contributions for the team, including administrative, financial, marketing and operational functions for the business. We offer a fun, fast-paced, collaborative, dynamic and inclusive environment. This role provides a unique opportunity with exposure to all aspects of the business by partnering with brokers, research, marketing, finance, and coordinators to help in the overall success of the office.
Principal responsibilities
- Assist in preparing and editing documents including Request for Proposals, Letters of Intent, leases, customer and prospect correspondence and reports with direction from brokers and knowledge of company policies, procedures and best practices
- Create, design and maintain updates: marketing collateral such as property brochures, email blasts, presentation placemats, banners, market overview books, binders, graphs, maps, signage and client reports
- Organize and maintain current, up to date files in market drives, SharePoint and OneDrive folders set up for each individual asset, including but not limited to, all updated marketing collateral, and project related documents
- Responding to client request for updated marketing materials
- Assist in the preparation to produce large marketing presentations, often with a short lead-time
- Creating and managing sends of eblasts for listings, events, etc.
- Responsible for maintaining the company brand standard
- Assist with gathering research information and completing market surveys, including gathering building information, maps and pictures, CoStar data, and creating and binding tour books
- Updating CoStar every 30 days on all listings associated with your respective brokers
- Manage, update and post listings in several digital mediums including, but not limited to JLL.com and Costar
- Plan and manage broker events (building, client events, in-house meetings, etc.)
- Provide interface for brokers on IT issues, including computer needs, email, voicemail and other related technology and equipment
- Prepare and track broker expense reports in PeopleSoft
- Perform general administrative duties such as answering phones, filing, processing mail and ordering, maintaining, and replenishing supplies to further support and leverage the sales process
- Participate in regular administrative and business unit meetings and calls
Work environment
This position will sit in our Wayne office and may be required to travel to other local offices.
Qualifications
College Degree Preferred But Not Required
Minimum three to five years’ experience supporting multiple people preferably in the commercial real estate industry or other professional services organization
Strong organizational, interpersonal and communication skills as well as proofreading and editing abilities
Resourceful self-starter; pressure-durable
High level of proficiency and working knowledge of Microsoft Power Point, Word, Excel, Outlook, and database software
Working knowledge of Adobe Creative Suite InDesign, Photoshop, Illustrator and Acrobat on a PC platform a plus
Flexibility to work last minute overtime as needed
Seniority level
- Mid-Senior level
Employment type
- Full-time
Job function
- Administrative
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