Brokerage Team Assistant

Kidder Mathews has been a leader in the commercial real estate industry for over 56 years, fostering an innovative and dynamic work culture with more than 100 "best workplace" awards. Now the largest fully independent commercial real estate firm in the Western U.S., Kidder Mathews has over 900 professionals across 19 offices in Washington, Oregon, California, Idaho, Nevada, and Arizona. We offer a complete range of brokerage, appraisal, asset services, consulting, and debt & equity finance services for all property types. The firm averages $9 billion in transaction volume, manages more than 58 million square feet of space, and conducts 2,400 appraisal, consulting, and cost segregation assignments annually. Join us and find out what makes Kidder Mathews one of the best places to work.

Job Summary: (Overall purpose and objective of the job)

The Brokerage Team Coordinator is a point person for the broker, Michael Dupuy, that will support their day-to-day operations of running their individual businesses.  This position has a broad area of responsibility which can include marketing, research, and administrative support.

Essential Functions: (The reason this job exists is to perform these functions.  These functions are performed regularly, seriously impacts other jobs, and there are a limited number of employees to whom performance of the function can be distributed).

• Maintain, update, and create data in client/property database.
• Develop and maintain digital filing system for all documents and records.
• Organize and schedule meetings, appointments, and reservations as needed.
• Create and revise property documents including AIR forms, listing agreements, proposals, and other paperwork as needed.
• Transaction & escrow coordination with all involved parties, including tracking and providing needed documents, critical dates, filing, electronic signature coordination, and other escrow tasks as needed for each transaction.
• Handle miscellaneous administrative tasks as occurs.
• Create, research, and maintain mailing and emailing lists for contacts, revising bounce-backs as needed for maximum deliverability.
• Produce and distribute correspondence memos, letters, faxes, and forms to clients as required.
• Assist in the preparation and generation of regularly scheduled reports as needed.
• Submit and reconcile expense reports, invoices, and other billing materials as needed.
• Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
• Write letters and emails on behalf of team as needed.
• Coordinate administrative projects with office staff as needed for document creation, research reports, billing, etc.
• Reply to email, telephone, or other inquiries.

Other Functions: (Incidental to the purpose or the job.  These functions are performed infrequently and have little consequences to other jobs if not performed).

·         Perform other duties or projects as requested

Essential Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the competencies (minimum knowledge, skill, and ability) required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions)

Skills and Ability:

• Strong computer skills (MS Excel, Word, PowerPoint, Outlook)
• Ability to prioritize, multi-task and utilize resources to execute tasks within a deadline-oriented environment
• Ability to speak, write and understand English
• Excellent communication and organizational skills
• Exceptional attention to detail
• Ability to learn internal computer software systems and process with limited oversight
• Highly motivated and high level of initiative; inspires confidence to work independently and in support of department goals and business objectives
• Demonstrated initiative and trouble shooting skills
• Demonstrated commitment to continuous process improvement
• Ability to partner with team to coordinate activities to complete a common task
• Professional, clean, and neat appearance

Education/Education: High School Degree or equivalent required; or a combination of education and experience

Required Knowledge:

• Ability to learn and be proficient in the following web-based programs:
  • CoStar
  • LoopNet
  • KM Connect (Internal Program)
  • LandVision
  • Google Maps and Earth
• Ability to understand the commercial real estate industry
• Ability to understand commercial real estate terms and standards

EXPERIENCe REQUIRED: 2+ years administrative and client facing experience, commercial real estate experience preferred, but not necessary.

Work Environment: (The work environment described here are representative of those that the employee must be in in order to successfully perform the essential functions of this job.)

This is a standard office environment with standard office noise like talking, office equipment, etc.

Physical Demands: (The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.)

While performing the duties of this job, the employee is regularly required to talk and hear.  This position is rarely active but may require standing, walking, bending, kneeling, stooping and crouching.  The employee must frequently sit and use a computer for long periods of time.  Specific vision abilities are required to do this job including close vision. The employee must sometimes lift and/or move items up to 10 pounds.

Supervisory Responsibilities: (scope of the person’s authority, including a list of jobs that report to this job).

There are no direct supervisory responsibilities