Admin Support - Client Services Coordinator
CB Richard Ellis
 Baltimore, MD

JOB SUMMARY

Provides general administrative support to an office or group of sales professionals. Responsible for preparing proposal, presentation and communication materials. Coordinates the distribution of internal and external marketing information.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Gathers supporting documentation to complete voucher forms and process Brokers' commission payments while abiding by company accounting policies as well as local and national laws – majority of candidate's time.

Use third party data system to manage and track complete billing life cycle i.e., submittal to accounting, completion of processing, to time of partial/complete payment.

Is in charge of scheduling client appointments for the team, keep calendars and arrange multiple complex travel itineraries and meeting room reservations.

Remains the point of contact between the team and other cooperating brokers through out the country and internationally to ensure correct billing and processing through the time of payment.

Works Closely with Team Lead and the rest of the members to ensure the Accounting Department has all the detail necessary to receive/process payments.

Maintains CBRE brand, product, office and client messaging and consistency by applying templates to produce marketing materials including flyers, proposals, tour books, maps, floor plans and qualification packages.

Coordinates complex on/offsite meetings and conferences.

Updates and maintains team accounting information databases (To help team lead report on earnings monthly to the team partners)

Processes expense reports on a bi-weekly basis for the corporate team expense card, which is utilized in all business travel by the teammates. Track and update the spreadsheet accordingly of such expenses, to be able to record spending per Client Account, and to stay on track with expenses.

Coordinates various tasks which might be needed for pitches/presentations/other team deadlines

Other duties may be assigned.

THE IDEAL CANDIDATE FOR THIS ROLE WILL BE ABLE TO:

Have a passion to optimize and solve for the best partner/client experience during meetings/travel

Be able to define the objective function, resource their own team appropriately and optimize where work flows

Have a passion for continuously improving customer (internal and external) and the employee experience

Have experience influencing and earning the trust of senior partners and moving teams' tasks to take action

Have a strong sense of urgency and commitment

Be a problem solver who always thinks about what to do next

Possess flexibility and have a track record of delivering results in a fast-paced and highly ambiguous work environment.

Remain flexible to changing priorities, open to new ideas

Be a visible and vocal role model across the wider business for CBRE client-centered culture and RISE Values

SUPERVISORY RESPONSIBILITIES

No formal supervisory responsibilities in this position.

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 knowledge, skill, and/or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and EXPERIENCE

Associate's degree (A.A.) or equivalent from 2-year college required. Bachelor's degree preferred.

3 years experience providing administrative support to multiple or team of professionals; ability to determine and respond to conflicting priorities preferred.

2 years experience in the Real Estate industry.

CERTIFICATES and/or LICENSES

None required. Candidate will have an opportunity to get a Real Estate Salesperson License if they desire to grow within the real estate industry.

COMMUNICATION SKILLS

Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence.

Ability to respond to common inquiries or complaints from clients, coworkers and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees. Show ownership of responsibilities and follows up effectively on tasks that are still outstanding.

FINANCIAL KNOWLEDGE

Requires knowledge of financial terms and principles. Ability to calculate intermediate figures such as percentages, discounts and/or commissions. Conducts basic financial analysis. Ability to abstract a lease, understanding key terms with basic training provided.

REASONING ABILITY

Ability to comprehend, analyze, and interpret documents. Ability to solve problems involving several options in situations. Requires intermediate analytical and quantitative skills.

OTHER SKILLS and ABILITIES

Advanced skills with Microsoft Office Suite, With focus on Excel and Outlook, and PowerPoint.

SCOPE OF RESPONSIBILITY

Decisions made with thorough knowledge of procedures and company policies to achieve set results and deadlines. Responsible for setting own project deadlines. Errors in judgment may cause negative impact to internal and external clients.