Brokerage Assistant

Job description

JLL is currently seeking a dynamic individual for the role of Brokerage Assistant in our Midtown Manhattan office to provide reliable, timely, efficient support to one of our Broker teams.

The position entails working with a team of senior professionals and the individual will require the independent judgment to plan, prioritize, and organize workloads in a fast-paced environment. The successful candidate will be detail oriented with strong organizational skills and a team player attitude.

General Administrative Responsibilities:
• Provide support to team in technology applications, i.e., CRM, In-Design, Outlook, Word, and other company supported programs.
• Prepare and execute expense reports on a regular and timely basis.
• Create and maintain filing system and efficient information retrieval system.
• Schedule appointments and coordinate calendars.
• Perform clerical duties to include photocopying, mailing and scanning documents.
• Produce timely and accurate of documents (reports, memos, proposals, charts, agreements, PowerPoint presentations, etc.)
• Assist other teams, disciplines or business units, when required.
• Prompt and consistent attendance as required by the job.

Marketing/Deal Related Responsibilities:
• Prepare and distribute marketing materials/packages including maps, aerials, team marketing pieces, flyers, and submarket updates, market analyses, etc. in conjunction with marketing department.
• Prepare market surveys, tour books, proposals, summaries, abstracts and other relevant documents as needed in conjunction with marketing department.
• Manage process of distribution, list updates and activity reporting.
• Process and submit leasing deals and proposals.
• Manage the workflow and approval process for leasing deals.
• Produce lease status reports, as needed.
• Assist team with preparing and updating client-specific reports.
• Contact internal and external resources for information used to create surveys and reports used to win/maintain business.
• Assist and participate as needed for industry functions or client events.
• Work with appropriate contact to maintain intranet/extranet sites for client and property purposes.
• It is expected that the assistant will have direct contact with some of the brokers representing prospects and will request updates from them.
• Create and maintain stacking plans as required.
• Work with Costar, as well as other databases to maintain accurate listing/brokerage information.
• Support brokers in utilizing Outlook and other data entry and maintenance, for the purposes of direct marketing and client relationship development.
• Provide research (prospect, client, etc.) via online, offline and third-party resources and provide industry-related news, as needed, partnering with research department.
• Maintain all landlord agency listing expiration dates and submit renewal letters when appropriate.
• Input and maintain landlord agency and tenant representation deals and accounting documentation in our system.

Requirements:
• Bachelor’s Degree or commensurate experience .
• Workplace experience, minimum of 2 years in a role supporting multiple executives simultaneously - real estate background is preferred.
• ADVANCED Microsoft office product knowledge – Excel, Word, PowerPoint, and Outlook.
• Adaptability – Maintain effectiveness in varying environments, tasks and responsibilities, or with various types of people.
• Planning and Organizing – establish course of action to accomplish goals and evaluates results, develops schedules and task/people assignments, can orchestrate multiple activities at once to accomplish goals, uses resources effectively and efficiently.

• Customer Focus – dedicated to meeting the expectations and requirements of the external and internal customer, acts with customer in mind, establishes and maintains effective relationships with customers, and gains their trust and respect.
• Dealing with Ambiguity – can effectively cope with change, can shift gears comfortably, can decide and act without having the total picture, can comfortably handle risk and uncertainty.
• Interpersonal Savvy – relates well to all kinds of people, up, down and sideways, inside and outside the organization uses diplomacy and tact.
• Learning on the Fly - learn quickly when facing new problems, open to change, quickly grasps the essence and underlying structure of anything, enjoy the challenge of unfamiliar tasks.
• Self Starter – able to start and complete projects independently.
• Enable brokers to focus on revenue generating tasks by efficiently handling operations of team.
• Time Management – use time effectively and efficiently, can attend to a broader range of activities, gets more done in less time than others.
• Written/Oral communications – ability to speak and write clearly and concisely, get messages across that have the desired effect.
• Attention to detail – is thorough in accomplishing a task with concern for all the areas involved.

JLL Privacy Notice

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement .

For additional details please see our career site pages for each country.

For employees in the United States, please see a fully copy of our Equal Employment Opportunity and Affirmative Action policy here .

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.  If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process –  you may email us at Accommodation.Reques@am.jll.com . This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.