Brokerage Administrator

Overview

Admin support for leasing brokers, handling transactions, schedules, and marketing.

Key Responsibilities

• file management
• database management
• crm management
• document compliance
• accounts payable
• event calendar

Tasks

-Maintain lease and property files in a Microsoft Teams & SharePoint environment. -Process expense reports for brokers. -Procure office supplies and snacks. -Partner with the Marketing team to curate and distribute client appreciation gifts, as requested 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. -Ensure all transaction documents are signed, filed, and compliant with legal and company standards. -Maintain the kitchen, copy and storage rooms. -Schedule appointments, maintain calendars, arrange travel plans and coordinate meeting room reservations. -Assist with accounts payable and coordinate with vendors. -Support accounts receivable reconciliation by tracking invoices, verifying payments, and following up with clients/customers to ensure timely payment of commission & miscellaneous expense invoices. -Track and organize specific property details to ensure data is consistently maintained in internal and external databases to keep portfolio records accurate. -Collaborate with the Marketing team to gather, organize, and distribute marketing materials. Ensure the Leasing team effectively utilizes provided resources. -Monitor important contract dates and keep all parties informed of deadlines and milestones. -Assist with onboarding activities for new hires in collaboration with the department’s hiring manager. -Provide support for Property Transition Form & Broker Deal Sheet data entry, as directed. -Maintain and update client and external broker information in the Capture CRM system. Record meeting notes and action items for Managing Directors. -Prepare market documents, tour books, property flyers, brochures and other marketing materials as needed by brokerage teams. -Answer the main phone line and route voicemails.

Requirements

• adobe acrobat
• microsoft office
• communication
• organizational
• collaboration
• client focus

What You Bring

-Strong written and verbal communication skills -Exceptional organizational skills with attention to detail and the ability to manage multiple priorities -Experienced with Adobe Acrobat. -Ability to work independently and collaboratively in a fast-paced environment -Excellent communication and interpersonal skills with a client-centered approach -Proficiency in Microsoft Office Suite including, Word, Excel, Power Point, Outlook, Teams, & SharePoint with ability to learn new software.

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About Stream Realty Partners

-Founded in 1996 by industry veterans, they’ve grown from a local Dallas office into a national platform. -Stream’s full-service model covers tenant and landlord representation, property & construction management, capital markets, investment management, development and strategic marketing. -They operate flagship offerings like an industrial capital-markets division and a hospitality-inspired property-management platform.

Sector Specialisms