Description

The Brokerage Administrative Assistant at Copaken Brooks is a key member of our Sales & Leasing team, responsible for providing essential administrative support to our real estate brokers and ensuring the accuracy and effectiveness of our market research efforts. This role plays a crucial part in maintaining our property listings, preparing associated work products, developing and scheduling tour itineraries, generating various types of information and reports, and additional administrative tasks.

TYPICAL DUTIES

1. Conducting market research and prospecting for agents on Constant Contact and Costar.
2. Developing Market Overview work products and other work products for agents as directed.
3. Scheduling agent tours and finalizing itineraries as directed.
4. Work with Marketing Specialist on Email Campaigns targeting for agents.
5. Maintain client and prospect activity through VTS.
6. Generating CoStar reports, updates, and additions as directed.
7. Track and update listing agreements, including tracking listing expirations and availabilities.
8. Prepare, organize, and manage transaction documents, contracts, renewals, and leases.
9. Redline real estate documents from sale contracts to renewals.
10. Organize/maintain client project files (hard and soft copies).
11. Answer incoming agent phone calls promptly, route and transfer caller to voicemail or take messages, as necessary.
12. Assist vendor relations and brokerage events with Marketing Specialist.
13. Assist Marketing Specialist in updating website listings for agents, as necessary.
14. Assist clients and agents in a timely, professional, and courteous manner.
15. Additional duties as assigned.

Work Relationships:

This position reports to the SVP, Administration and Marketing and is part of the Marketing team but has a top priority to support the day-to-day needs of the Brokerage team as his/her primary internal client.

Qualifications

Education & Experience

• 1-2 years of experience in research or administration
• Excellent organizational, time management, and communication skills.
• High Proficiency in Computer/Technology
• Comfortable learning or experience in Adobe InDesign or similar to conduct package materials.
• Proficiency in Microsoft Office Suite and familiarity with real estate software is a bonus (e.g., CoStar, CREXI, VTS, LoopNet, ARGUS).
• Attention to detail and discretion when handling confidential information.

• Excellent written and oral communication skills
• Ability to effectively multi-task and prioritize competing tasks and meet tight deadlines with minimal supervision.
• Demonstrated problem solving skills with ability to accurately assess and quickly shift priorities
• Ability to handle pressure in order to successfully manage issues, multiple projects and make timely decisions to meet project deadlines.
• Works with people in a professional and expedient manner exhibiting energy, patience and diplomacy in client and agent interactions.
• Ability to work both independently and collaboratively with others to achieve team goals and objectives.

Additional Helpful Experience

• Real Estate Salesperson license holder in Missouri and Kansas
• Commercial Real Estate or Professional Service industries
• Using CoStar and LoopNet
• Familiarity with WordPress

Physical Requirements:

• Stationary work at a desk typing on a desktop computer 70% of the time
• Talking on the telephone approximately 20% of time
• Light lifting under 20 pounds

Company Sponsored Continued Education OpportunitiesWe offer competitive wage/benefits packageNo phone calls please - EOE/M/F/D/V Principals Only