Commercial Real Estate Administrative Coordinator

3 days ago

Ontario, California, United States Avison Young Full time
About the Role

Avison Young is a global commercial real estate brokerage and advisory firm, offering transaction, management, financial and consulting services. We have designed our corporate structure to best serve our clients by enhancing collaboration across our organization.

As a Client Services Coordinator, you will provide sales, marketing, and research support along with general office administration to our brokers and clients. Your responsibilities will be an exciting mix of providing presentation support, listing and offer preparation, property marketing and client reporting, conducting market research and transaction administration, all while coordinating promotional and post-sales marketing materials under the direction of our marketing team.

Key Responsibilities
  • Administration:
    • Preparation, control, and maintenance of legal documents throughout the deal and due diligence process
    • Maintain and review property listings and manage expiry dates and prepare required documentation
    • Maintain records of correspondence for property listings with agents and update client reporting as required
    • Work closely with agents on various initiatives and special projects
    • Coordinate deal processing with agents and Accounting Department
    • Schedule meetings, appointments, property tours, and travel plans
    • Proofread copy for spelling, grammar, and layout. Make appropriate changes and ensure the accuracy and clarity of the final copy
    • Provide administrative support for internal and external correspondence, including file management, scanning, photocopying, organizing, and distributing marketing materials
  • Marketing:
    • Organize, create, prepare, and produce client-specific packages, presentations, and proposals
    • Assist with preparation, coordination, and assembly of marketing materials for property listings, including brochures, email communications, invitations, signage, and announcements, while maintaining the Avison Young brand throughout all projects
    • Update listings on Avison Young's website and other locations as advised
  • Research:
    • Conduct market information research through various sources, including CRM and third-party databases such as MLS, Altus, CoStar, etc.
    • Prepare property availability surveys and other applicable research and marketing collateral relevant
    • Update CRM database with current market and client information
Qualifications
  • Minimum 3 years of real estate experience
  • CA Salesperson License
  • Advanced knowledge and efficient use of business suite computer programs, including Word, Excel, PowerPoint, Outlook
  • Adobe Creative Suite (InDesign, PhotoShop, Illustrator, and Acrobat) experience is preferred
  • Possess characteristic traits of independent thinking, self-starting initiative while working well in a team-oriented environment
  • Must be able to handle flexibility in task management while having a keen eye for detail
  • Ability to read, analyze, interpret, and create general business documentation
  • Ability to write reports, business correspondence, and format presentations
  • Excellent and effective verbal and written communication skills
  • Excellent proofreading and editing skills
  • Ability to multi-task, utilize effective time management skills, and be able to recognize and respond to time-sensitive issues and tasks
  • Ability to work efficiently under pressure with multiple timelines and with limited direction/supervision
  • Ability to maintain discretion regarding personnel and industry-related matters
  • Attitude positive, always seeking to better our team, reaching out to bring value

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