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Brokerage Assistant
Jones Lang LaSalle
Portland, OR, United States
Job Details - this job has expired, please see similar jobs below
ADMINISTRATIVE RESPONSIBILITIES
• Prepare and distribute presentations, proposals, spreadsheets, correspondence and other documents
• Serve as information resource by conducting research, assembling data, and performing special projects
• Assist in coordination for industry functions or client events
• Provide support to team in technology applications
• Complete travel arrangements for brokerage staff.
• Maintain filing system and information retrieval system in compliance with Oregon Law and JLL retention policies.
• Process invoices for closed deals and maintain accurate deal files to ensure financial and legal compliance.
• Assist with answering main line calls
• Implement policies and procedures to streamline efficiencies.
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
• Prepare and execute expense reports including credit expenses and check request forms on a regular and timely basis; in support and meeting financial and legal requirements.
• Maintain filing system and information retrieval system in compliance with Oregon Law and JLL retention policies.
• Process invoices for closed deals and maintain accurate deal files to ensure financial and legal compliance.
• Maintain and gather info to populate monthly reports for corporate
• Schedule and execute regular email blasts.
• Implement policies and procedures to streamline efficiencies.
MARKETING & TRANSACTION RESPONSIBILITIES
• Partner with brokerage team to help achieve team’s marketing production goals.
• Responsible for prioritizing projects to meet multiple deadlines in fast-paced, team-oriented environment.
• Create, edit, improve marketing materials in InDesign.
• Assist in the preparation to produce large marketing presentations, often with short lead-time
• Partner with graphic designer and Portland Marketing team to complete projects on schedule.
• Prepare and distribute marketing materials/packages including maps, aerials, team marketing pieces, flyers, and submarket updates, market analyses, newsletters and tour books.
• Prepare and collaborate with brokers on responses to RFPs and other new business proposals.
• Coordinate/manage mailings- partner with external printers, as needed.
• In partnership with Office Manager ensure all advertising and marketing materials meet Oregon Real Estate Commission legal standards prior to release to client.
• Manage process of distribution, list updates and activity reporting in CRM.
• Support brokers in utilizing and adopting technology platforms to support business development strategies.
REQUIREMENTS
• Bachelor’s degree in business, marketing, or equivalent business experience preferred.
• Minimum 3 years’ experience supporting multiple stakeholders preferably in the commercial real estate industry or other professional services organizations
• Outstanding project management skills – ability to manage multiple simultaneous projects with minimal direction, working within tight deadlines in a team environment
• Ability to effectively prioritize projects
• Excellent writing, editing, formatting and oral communication skills
• Proven ability to use the Adobe Creative Suite, MS Office products and digital technologies
• Must have strong working knowledge of InDesign, and Dreamweaver
• Ability to work successfully in a service-oriented, matrixed environment
• Ability to work under pressure and maintain professional demeanor at all time
• Ability to multi-task and work efficiently with frequent interruption
• Ability to work independently and as a supportive, contributing team member
• Discretion handling confidential information.
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