Brokerage Services Coordinator (Administrative)

The ideal candidate is a self-starter who is comfortable managing multiple priorities in a fast-paced, transaction-driven, client-focused professional services environment and exercises sound judgment, discretion, and confidentiality. This role supports team operations, travel logistics, events, and documentation across a variety of retail, development, landlord, and tenant-related assignments.

This is an in-office position during normal weekday business hours.

Responsibilities

Primary Responsibilities

Team Operations & Executive Administrative Support

• Serve as a primary administrative point of contact for the Retail team and respond promptly to broker and client requests.
• Arrange business and personal travel, including flights, hotels, ground transportation, itineraries, and last-minute travel changes.
• Coordinate client meals, dinners, and other on-site or off-site hospitality arrangements.
• Prepare and submit expense reports in a timely and accurate manner for supported brokers.
• Troubleshoot routine technology issues and introduce useful new tools or technology to improve team efficiency.
• Track deadlines, follow-up items, and meeting agendas to help brokers stay organized and prepared.
• Maintain electronic filing systems and save required documents to shared drives and server.
• Order lunches and maintain office hospitality items, kitchen supplies, and snacks for team needs.
• Track professional license renewals and remind team members of upcoming deadlines and required classes.

Client Engagement, Events & Relationship Coordination

• Support ongoing work for various developments and tenant-related assignments, including coordination with clients as needed rather than in a dedicated account management capacity.
• Event and Conference Coordination: assist in planning and coordinating industry conferences, client functions, team events, dinners, and off-site meetings.
• Oversee conference calendars, invitations, schedule alignment, and meeting logistics for brokers, clients, and other stakeholders.
• Coordinate conference travel and hospitality for brokers, tenant representatives, clients, and related contacts.
• Partner with marketing, PR, and internal teams on event-related planning and execution.
• Provide on-site event support, including guest coordination, check-in, setup, and breakdown as needed.
• Build and maintain effective working relationships with brokers, clients, marketing and PR contacts, vendors, drivers, hotel partners, and other frequent contacts.
• Perform other administrative and operational duties as assigned in support of the team’s business and related professional activities.

Qualifications

Qualifications

• 3-5 years of administrative, executive support, client coordination, or team operations experience with relevant educational background, preferably within commercial real estate, financial services, consulting, legal, or another professional services environment.
• Exceptional organizational skills with the ability to manage multiple priorities simultaneously.
• Strong attention to detail and commitment to accuracy.
• Excellent written and verbal communication skills.
• High degree of professionalism, discretion, and confidentiality.
• Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint; experience with expense management, CRM, billing, and accounting platforms is preferred.
• Ability to work independently while collaborating effectively with a team.
• Experience supporting senior-level professionals, coordinating travel, and managing time-sensitive requests in a fast-paced environment is strongly preferred.

Personal Attributes

• Positive, service-oriented attitude.
• Strong problem-solving skills and initiative.
• Excellent time management and follow-through.
• Adaptable and comfortable working in a fast-paced, team-oriented environment.
• Dependable, resourceful, and committed to delivering high-quality work.
• Proactive mindset with the ability to anticipate needs before they arise.
• Willingness to provide responsive support outside standard hours when urgent business or travel changes arise.