POSITION OVERVIEW The Brokerage Administrator will focus on supporting Managing Directors and Senior Vice Presidents of both leasing (Landlord & Tenant Representation) functions in an administrative capacity. A brokerage administrator is responsible for managing administrative tasks and providing logistical support to a real estate brokerage team, including tasks like maintaining client databases, scheduling appointments, preparing marketing materials, tracking deals, and coordinating communication between brokers, clients, and other stakeholders to ensure smooth operations. The ideal candidate will have a friendly personality, strong customer service skills, and the ability to multitask.  RESPONSIBILITIES Transaction SupportProvide support for Property Transition Form & Broker Deal Sheet data entry, as directed. Ensure all transaction documents are signed, filed, and compliant with legal and company standards. Support accounts receivable reconciliation by tracking invoices, verifying payments, and following up with clients/customers to ensure timely payment of commission & miscellaneous expense invoices. Monitor important contract dates and keep all parties informed of deadlines and milestones. Administrative SupportSchedule appointments, maintain calendars, arrange travel plans and coordinate meeting room reservations. Track and organize specific property details to ensure data is consistently maintained in internal and external databases to keep portfolio records accurate. Maintain lease and property files in a Microsoft Teams & SharePoint environment. Maintain and update client and external broker information in the Capture CRM system. Record meeting notes and action items for Managing Directors. Collaborate with the Marketing team to gather, organize, and distribute marketing materials. Ensure the Leasing team effectively utilizes provided resources. Partner with the Marketing team to curate and distribute client appreciation gifts, as requested by brokerage teams.  Prepare market documents, tour books, property flyers, brochures and other marketing materials as needed by brokerage teams. Prepare, compile, and distribute notes for weekly team meetings. Keep the team informed about relevant industry events and organizations (e.g., NAIOP, Bisnow, Red News). Maintain the Events and Engagement Calendar with upcoming industry events and client visits. Process expense reports for brokers. Assist with onboarding activities for new hires in collaboration with the department’s hiring manager. Office Support Answer the main phone line and route voicemails. Maintain the kitchen, copy and storage rooms. Procure office supplies and snacks.  Assist with accounts payable and coordinate with vendors.  
