Administrative Specialist, Capital Markets

PRODUCTION ASSOCIATE, CAPITAL MARKETS – SAN FRANCISCO

Location: San Francisco

Reports to: Director, Operations

What This Job Involves

We are seeking a Production Associate to join the Capital Markets team. We are looking for a motivated self-starting individual who can think on their feet in an everchanging environment. Someone who can easily juggle shifting priorities with ease; moving between client event planning, marketing material creation, administrative tasks, and transaction management of real estate deals across multi housing properties for the #1 team in the business.

This is a fast-paced, team-oriented environment, partnering with producers and analysts and other associates to help the overall deal flow and success of the office. We promote an organizational culture of trust and teamwork, build an inclusive work environment that embraces diversity, and elevate our people to achieve personal and professional growth.

Key Responsibilities

• Act as project manager for the ISA Producers, manage project timelines, moving a deal through the lending process of engaged to closing in our proprietary database.
• Heavy marketing responsibilities: create and edit presentations, pitches, and client deliverables for prospect/client meetings with PowerPoint, and Microsoft Software.
• Coordinate and collaborate with graphic design team design deliverables.
• Take initiative to support Producers with specialty and high priority projects which can include lead hunting, deal origination, client out-reach, and personal marketing efforts. Respond to inquiries from clients and provide information as needed.
• Work with vendors utilized in conjunction with transactions.
• Manage and update deal statuses, manage press releases, calling lists and activity tracking.
• Prepare documents including Request for Proposals, Fee Agreements, Confidentiality Agreements, financial comparisons, invoices, etc. with direction from Producers and/or knowledge of company policies, procedures and best practices
• Gather market and property research information for deliverables, pitches, and marketing using JLL Research, CoStar, etc.
• Organize and participate in client meetings and/or calls; schedule appointments, set itineraries, coordinate property tours, etc
• Plan and participate in industry functions or client events.
• Process deal file paperwork, gather and label required documents, obtain necessary approvals
• Manage, update and post transactions to financial software system, Capforce & Dealio
• Update and maintain Producer professional profiles and other team marketing related material as needed
• Provide interface for brokers on IT issues, including computer needs, email, calendar maintenance, and other technology and equipment
• Perform general duties such as track and process expense reports, assist with travel arrangements, calendar management, scheduling meetings, greeting clients, and provide back up support to fellow production associates as needed.
• Participate in regular PA and business unit meetings
• Duties assigned as the business needs require
  
  

Experience And Qualifications

• 1-3 years relevant experience supporting multiple people preferably in the commercial real estate industry or other professional services organization
• Bachelor’s Degree preferred, but not required
• High level of proficiency and working knowledge of Microsoft Word, Excel, Power Point, Outlook required
• Graphic design experience and knowledge of Adobe Software such as InDesign and Photoshop a plus but not required
• Work enthusiastically in a team atmosphere, promoting collaboration and idea sharing verbally and through action
• Strong organizational, interpersonal and communication skills
• Strong ability to multi-task with multiple projects and deadlines in a “high-volume” fast paced environment
• Strong proofreading and editing abilities
• Ability to manage time well and be self-motivated, without direct supervision
• Strong client service orientation; proactive working style and friendly, helpful attitude
• Commitment to high professional ethical standards
• Demonstrate problem-solving, decision making, and analytical skills