BROKERAGE COORDINATOR JOB DESCRIPTION

A Brokerage Coordinator handles the deal documentation, listing management, and marketing production that keep a commercial real estate brokerage running between client meetings. Proposals stall and listings go stale when no one owns these outputs. This role sits at the operational center of a broker team, responsible for everything from processing commission recaps and lease abstracts to managing CoStar listings and coordinating property tours. The work demands equal fluency in transaction documentation and marketing collateral.

As the Brokerage Coordinator, you produce the proposals, market surveys, transaction documents, and marketing materials that enable Senior Brokers to pursue and close commercial leasing and sales assignments. You work directly within the brokerage team, supporting two to three brokers across active deal pipelines and client pursuit activities.

Career Impact: Hands-on exposure to Letters of Intent, lease abstracts, and commission structures across leasing and sales transactions builds a practical foundation that is recognized across commercial real estate brokerage firms.

Business Impact: When proposals are error-free and listings are current, brokers spend more time with clients and less time on administration, which directly affects the volume and pace of deals closed.

Growth Opportunity: Coordinators who develop fluency in lease administration and market research frequently move into broker support lead roles or pursue a real estate license to transition into a producing broker position.

• Prepare proposals and presentation decks for client pursuits, incorporating market data, comparables, and property information.
• Coordinate transaction documents including listing agreements, Letters of Intent, offers, confidentiality agreements, and closing packages.
• Manage active listing inventory across commercial listing platforms, keeping property descriptions, photos, and availability current.
• Support market research by compiling building comparables, ownership data, demographic materials, and trend analyses for broker review.
• Process commission recaps, deal sheets, and expense reports for the broker team on a recurring basis.
• Draft and proofread external communications, including correspondence, requests for proposals, and marketing e-blasts.
• Coordinate property tours and client meetings, including scheduling, package preparation, and follow-up logistics.
• Maintain the client and prospect database, updating contact records, deal stages, and landlord activity reports.

• Bachelor's degree in business, real estate, communications, or a related field, or equivalent work experience.
• 2 or more years of administrative experience, with exposure to commercial real estate transactions preferred.
• Demonstrated ability to prepare and format professional client-facing documents under deadline pressure.
• Strong written and verbal communication skills, including proofreading and editing of legal and marketing materials.
• Proficiency in database management and the ability to maintain accurate records across multiple active files.
• Strong organizational and time management skills, with the ability to prioritize competing deadlines independently.
• High level of discretion when handling confidential transaction, personnel, and client information.
• Knowledge of commercial real estate concepts including lease structures, listing agreements, and commission processes.

• Active real estate license or demonstrated progress toward obtaining one in the applicable state or province.
• Experience with lease administration functions including abstracting leases and tracking lease roll-over schedules.
• Proficiency in graphic design production for marketing brochures, flyers, and property collateral.
• Bilingual communication skills, particularly French and English, for markets with dual-language client bases.

• Proposal and presentation turnaround time, measuring how quickly client-ready materials are produced after request.
• Listing accuracy rate, reflecting the percentage of active listings with current photos, descriptions, and availability data.
• Deal sheet and commission recap submission rate, measuring completeness and timeliness each closing cycle.
• Database record currency, tracking the percentage of client and prospect records updated within the defined review window.
• Error rate on externally distributed documents, measured by broker or manager review before client delivery.
• Typical tools: Listing and database platforms (commonly CoStar, MLS); design production (commonly Adobe InDesign, Canva); office productivity (commonly Microsoft 365).

• Base Salary Range: $45,000 to $62,000 annually, depending on market and experience.
• Bonus: Discretionary annual bonus, typically 5 to 10 percent of base salary.
• Equity: Not typically offered at this level in brokerage support roles.
• Health Benefits: Medical, dental, and vision coverage, often with employer contribution toward premiums.
• PTO: 10 to 15 days annually, plus standard federal holidays.
• Common Perks: Professional development reimbursement, real estate licensing support, and exposure to senior broker mentorship.

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Reasonable accommodations are available to applicants with disabilities throughout the hiring process and upon employment, in accordance with applicable law. All qualified applicants will be considered for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under federal, state, or local law. Employment in this role is contingent on successful completion of a background check. Candidates must be authorized to work in the United States prior to their start date.

The Brokerage Coordinator owns the preparation of proposals, presentation decks, and marketing collateral for brokerage and regional marketing teams, supporting Senior Brokers across leasing, consulting, and sales transactions to uphold Transwestern's quality standards. Working within the brokerage group, this role builds operational efficiency by managing listings on CoStar, processing commission recaps, and coordinating meetings and events that keep the team focused on growing property value.

Key Responsibilities

• Prepare proposals and presentation decks incorporating text, charts, tables, and other documents using InDesign, Photoshop, Illustrator, and Canva.
• Compile moderately complex documents and information for reports, informational packages, and presentation materials.
• Process team commission recaps and deal sheets for leasing, consulting, and sale transactions.
• Schedule and organize meetings, events, conference calls, and appointments in support of Senior Brokers.
• Assist with data and schedule organization of all team members and coordinator partners.
• Assist in preparing market surveys, tour books, building and space comparables, letters of intent, requests for proposals, counter offers, lien waivers, lease abstracts, and new business pitches.
• Assist with property research and posting listings on CoStar and other listing sites including the Transwestern website.
• Create property materials or e-blasts as needed, update brochures, flyers, and marketing collateral.
• Contribute to marketing available listings to create interest and awareness in availabilities listed with brokers.
• Assist in completing and processing expense forms for Senior Brokers and assigned staff.
• Provide reception relief and perform additional tasks as assigned.

Required Qualifications

• High school diploma or GED equivalent, with some college or Associate degree preferred.
• 2-4 years of administrative experience, with commercial real estate experience a plus.
• Proficiency in Microsoft Word, Teams, Excel, PowerPoint, Access, Adobe Acrobat, and Microsoft 365.
• Expert-level skills in Adobe InDesign and Photoshop for marketing brochures, proposal brochures, and team branding materials.
• Strong analytical and problem-solving abilities with a solution-focused attitude.
• Resourceful approach to managing workloads and meeting deadlines in a fast-paced environment.
• Strong attention to detail with excellent proofreading and editing skills.
• Ability to maintain discretion regarding personnel and industry-related matters.

Embedded within the sales support function, the Brokerage Coordinator delivers multifaceted research, proposal production, and lease administration support for key clients across internal and external presentations. Working closely with the sales team on client pursuits, this role shapes the quality of all outward-facing deliverables by performing final reviews, drafting market trend analyses, and implementing marketing and design elements that advance the team's credibility.

Core Functions

• Perform ownership lookups and maintain company databases to track prospects, clients, and deal information including listing agreements and listing inventory.
• Manage client and tenant rep lists and update online inventory.
• Leverage industry and firm systems for research projects including gathering building, contact, and industry information for map layers, presentations, and proposals.
• Provide the sales team with dynamic multifaceted support in identified client pursuits.
• Perform final reviews of all externally focused deliverables to ensure best-in-class work with no errors or omissions.
• Manage existing projects and clients and support research and evaluation of assignments.
• Draft and deliver written communications that establish immediate credibility for self and team.
• Perform lease administration work on behalf of the sales team for key clients.
• Implement marketing and design elements in different formats and mediums for internal and external presentations.

Qualifications and Experience

• Bachelor's degree preferred.
• Strong proficiency in Word, Excel, and PowerPoint.
• Experience in the Adobe Suite, specifically Photoshop and InDesign, and Google Earth Pro.
• Database development and maintenance skills.
• Excellent written and verbal communication skills.
• Strong time management skills with ability to work independently and within a team environment.
• Detail-oriented in planning and proofing with a positive attitude and willingness to learn.
• Self-starter with aptitude to successfully balance multiple priorities.

Reporting to the Broker, the Brokerage Coordinator assists in creating client space searches, coordinating property tours, and preparing transaction and billing documentation in support of a real estate brokerage team. Partnering with brokers across daily operations, this role delivers reliable bilingual administrative coverage that enables brokers to close deals and maintain strong client relationships.

Primary Duties

• Assist in creating client space searches and client tours including daily communication with landlords and other real estate agencies and brokers by phone and email.
• Maintain filing systems and files for completed transactions.
• Assist in preparing documentation for the billing of real estate transactions.
• Assist in drafting correspondence, offers, letters of intent, requests for proposals, listing agreements, and other materials.
• Submit expense reports and manage travel arrangements for Brokers.
• Perform additional assigned clerical and administrative projects requested by the Broker.
• Provide backup support for the team as needed including marketing and special events.

Skills and Qualifications

• High school diploma, with DEP, CEGEP, or University education preferred.
• Administrative support experience preferred with an interest in real estate.
• Excellent proficiency in MS Outlook, PowerPoint, Word, and Excel.
• High level of organizational skills with the ability to analyze and resolve administrative issues.
• Ability to perform complex, team-centered office support work and meet critical deadlines.
• Excellent oral and written communication skills in both French and English.
• Ability to work independently, multi-task, and prioritize work requests.

Sitting at the intersection of brokerage operations and client services, the Brokerage Coordinator works with a diverse group of internal and external stakeholders to plan, prioritize, and execute strategies that translate leadership objectives into results across deal documentation, market surveys, and events. Operating across legal, financial, and administrative functions, this role leads coordination of mandate registers, commission agreements, accounts payable, and client broker events to ensure the brokerage team delivers consistent, high-quality outcomes.

Duties

• Partner with Broker Lead to translate leadership business objectives into strategies and execute those strategies.
• Assist in the deal-making process by editing offers, lease documents, and Letters of Intent, tracking offers in progress, and coordinating flow of documentation between company and clients.
• Oversee and provide administrative services including managing meeting schedules and travel reservations for the Practice Leader and brokerage team.
• Perform SAR and Dealio related tasks including report updates, database entries, cheque registers, invoicing, and stakeholder follow-up.
• Prepare and remit applicable brokerage authority report updates including mandate registers and transaction registers.
• Create, review, and prepare market surveys, tour books, and presentations, liaising with the research team to develop demographic materials.
• Prepare, review, and edit legal paperwork, mandates, commission agreements, formatting offers, and requests for proposal.
• Prepare and remit expenses including monthly Profit and Loss Reports, Broker Expenses, and Training Expenses.
• Plan, coordinate, and facilitate client and broker events in collaboration with administrative assistants.
• Proofread quarterly reports, white papers, and RFPs, and provide applicable IT support to the team.
• Coordinate accounts payable with accounting and finance.

Experience and Qualifications

• Bachelor's degree preferred with 3+ years of relevant office experience or a combination of education and experience.
• Experience in the real estate sector and lease administration.
• Advanced Microsoft Office including Word, Excel, PowerPoint, and Outlook.
• Proficiency in Adobe Creative Cloud including InDesign, Photoshop, Illustrator, and Adobe Acrobat Pro, as well as Dealio, CoStar, Blackbird, Google Earth, Exact Target, and CRM.
• Strong interpersonal skills with excellent letter and email writing ability including proofreading and editing capabilities.
• Ability to maintain confidentiality, utilize judgment, and work with minimal supervision.
• Proactive, flexible, and highly motivated with a willingness to take initiative and strong attention to detail.

A key member of the brokerage support team, the Brokerage Coordinator manages deal documentation, MLS and exclusive listing processes, marketing strategy, and client liaison across a portfolio of commercial real estate accounts and transactions. Collaborating across brokers, agents, and external partners, this role delivers research reports, financial analyses, and marketing programs that build the team's market presence and keep transaction pipelines moving.

Accountabilities

• Field phone and email inquiries from prospects, clients, and other brokers, and coordinate property tours and packages.
• Coordinate client activity for specific accounts and transactions, and assist with all aspects of relationship management and reporting.
• Organize and prepare transaction documents including confidentiality agreements, offers, listing agreements, TREB forms, and closing documents.
• Prepare research reports, charts, and financial analyses using PVA model and various data sources including MLS, SiteSolutions, Realnet, and Geowarehouse.
• Abstract leases and prepare proposals with direction from the team.
• Organize and implement listing and team marketing strategies including management of the team's social media communication.
• Keep records and compile information for landlord activity reports and update the ongoing transaction pipeline.
• Coordinate and execute marketing programs for listings and design materials for newspaper and magazine ads, direct mailers, and email distribution.
• Create listing proposals and pitches including print finishing, and maintain and administer various databases including Engage.
• Manage agents' deadlines, meetings, tasks, and client interactions, and perform general clerical tasks including data entry, filing, and archiving.

Background and Experience

• College or University degree strongly preferred with previous commercial real estate experience of at least 1 year.
• RECO license an asset.
• Computer proficiency in Adobe InDesign, Photoshop, Illustrator, and Acrobat, as well as Microsoft Word, Excel, PowerPoint, and Outlook.
• Strong skill sets in electronic marketing including Twitter and LinkedIn.
• Strong command of grammar and writing skills for proofreading and editing.
• Exhibit a high level of professionalism and excellent interpersonal skills.
• Strong organizational, time management, and project management skills with ability to work independently and within a team environment.

Maintaining broker productivity and client satisfaction depends on the Brokerage Coordinator, who supports the region's Market Director by managing executive administration, marketing collateral, CRM communications, and listing content across a commercial real estate portfolio. Based within the JLL brokerage team, the coordinator owns tracking of lease roll-over data, social media content creation, and cross-functional team backup that enables Senior Brokers to grow revenue and client relationships.

Activities

• Provide full executive administrative support to the region's Market Director including expense reports, check requests, invoice processing, photocopying, mailing, scanning, filing, typing, and editing documents.
• Assist with managing email inbox, coordinating conference calls, and keeping client database up to date.
• Maintain marketing collateral and listing services with the most recent and relevant content including photos, brochures, space descriptions, and virtual tours.
• Track and implement marketing plans for property listings in collaboration with marketing and graphic design teams.
• Assist with content creation and posts to LinkedIn and other social media channels for the team.
• Coordinate and execute monthly and quarterly client communication via email from team CRM.
• Assist with tracking lease roll-over data, growing company intel, mergers and acquisitions, subleasing, recent sales, and leases.
• Provide cross-functional backup to colleagues and adhere to all JLL policies and training requirements.

Education and Experience

• Four-year degree or equivalent business experience.
• California real estate license preferred.
• 3+ years of administrative experience in a fast-paced environment.
• Strong proficiency in Microsoft Office including Word, PowerPoint, Excel, and Outlook, as well as CRM and other technology tools.
• Adobe Creative Suite, specifically InDesign, a plus.
• Strong project management orientation with ability to prioritize, track, and complete multiple projects with deadlines.
• Excellent interpersonal and communication skills with strong writing, editing, and proofreading ability.
• Impeccable attention to detail, proactive self-starter, and ability to work independently or collaboratively.

As the Brokerage Coordinator, this role supports sales professionals in the Montreal office by managing the CRM system, compiling brokerage documents, and providing bilingual administrative assistance to brokers across transactions and marketing activities. The brokerage team relies on this work to maintain accurate databases, process billing documentation, and ensure continuous coverage that keeps sales operations running without interruption.

Role Responsibilities

• Provide administrative support to the brokerage team including data entry and general administrative tasks.
• Compile and assist in writing and reviewing offers, letters of intent, requests for proposals, brokerage contracts, confidentiality agreements, leases, and other documents.
• Assist in preparing documents required for billing of real estate transactions.
• Maintain and update the CRM system as needed and manage the database and filing system for completed transactions and other documents.
• Perform data entry on Centris and other websites and ensure replacement of a team member when needed.
• Maintain files including billing packages, lease documents, commission agreements, vendor contacts, and licensing information.
• Provide backup support to the Marketing and Research Team when needed.

Professional Experience

• College diploma (DEP or DEC) required.
• 2-3 years of experience in administrative support.
• Proficiency in Microsoft Office including Outlook, PowerPoint, Word, and Excel.
• Knowledge of Salesforce is an asset.
• Interest in real estate with high level of organizational skills and ability to analyze and resolve administrative issues.
• Ability to perform complex, team-oriented administrative support tasks and meet demanding deadlines.
• Excellent oral and written communication skills in French and English.
• Ability to work independently, multi-task, and prioritize work requests.

Brokerage Coordinator supports broker teams through day-to-day administration, report preparation, and related activities across a Capital Markets practice. The work directly supports broker productivity by managing scheduling, marketing campaigns, legal documents, vendor relationships, and event logistics that allow Senior Brokers to focus on revenue-generating activities.

Job Functions

• Manage broker scheduling activities including coordinating calendars, organizing client and visitor meetings, and preparing brokers for meetings.
• Prepare team marketing campaigns for LinkedIn and email blasts including closed deal announcements and quarterly updates.
• Update team marketing brochures and maintain activity reports, submitting to different internal groups on a recurring basis.
• Manage outside vendors for printing and graphics and work with Branch Public Relations vendor regarding press releases.
• Organize internal and external events including Closing Dinners and Client Entertainment.
• Recommend improvements to current policies, procedures, and training systems.
• Handle annual Real Estate award submissions for CREBA, Washington Business Journal, NAIOP, and CoStar.

Knowledge Skills and Abilities

• Bachelor's degree or High School diploma with equivalent real estate experience.
• 3 years of administrative experience with basic knowledge of real estate.
• Basic proficiency in MS Office Suite and desktop publishing software.
• Excellent oral and written communication skills.
• Basic organizational, multi-tasking, and time management skills.

The Brokerage Coordinator owns day-to-day scheduling, load tracking, and shipment coordination for the supervisor pool in Transportation Services, enabling carriers and customers to operate with accurate rate and status information. Working directly under supervisor oversight, this role builds reliable freight and carrier data flows through the TMS that support on-time delivery and fleet backhaul efficiency.

Day-to-Day Responsibilities

• Support the supervisor pool in Transportation Services and schedule appointments with consignees, updating them in the TMS.
• Obtain real-time load status updates from carriers and update in the TMS.
• Solicit freight from customer call lists to include backhauls for the fleet.
• Build shipments and loads in the TMS and confirm carrier and customer rate accuracy.
• Assist with accessorial charge approvals and perform other duties as assigned.

Position Requirements

• High School diploma or equivalent required.
• Minimum of one year of experience as a transportation clerical or in a similar role.
• Knowledge of Transportation Management Systems such as PeopleNet and TruckMate preferred.
• Excellent data entry and computer skills with prior experience in complex computer systems.
• Excellent communication skills both verbal and written.
• Detail oriented with ability to multitask and track several shipments for numerous clients.
• Ability to communicate effectively with management, drivers, and customers.
• Ability to work overtime, other shifts, and holidays as business needs require.