Brokerage Coordinator in Jacksonville, Florida at NAI / HALLMARK PARTNERS, LLC

Are you a detail-oriented professional with a knack for keeping complex operations running smoothly? Do you thrive in a collaborative environment where your organizational skills and follow-through make a real impact? NAI Hallmark, a leading commercial real estate firm in Jacksonville, is looking for a sharp, service-oriented Brokerage Coordinator. In this role, you will support brokers from deal inception to closing, by managing CRM data, preparing marketing materials, and supporting invoice management. This is a full-time, in-office position.

Why Work for This Company?

• Comprehensive benefits package
• In-office perks: unlimited snacks, beverages and coffee; free parking; catered lunches on Mondays & Tuesdays
• Voted one of Jacksonville’s Best Places to Work
• Casual dress & shortened workday on Fridays

Responsibilities

• Provide exceptional transaction management support to brokers, ensuring that deal files are complete and routinely updated on the Company’s database and CRM
• Follow, execute, and optimize checklists, templates, and processes
• Organize client and visitor meetings and assist in preparing brokers for meetings
• Assist in preparing marketing materials, including offering memorandums, request for proposals, tour books and marketing packages, using desktop publishing software
• Assist with commission accounting functions including preparing commission invoices, submitting invoices, tracking payments, and tracking outstanding AR
• Produce and maintain sale and lease comparable data in the Company's CRM
• Input and manage deal and pipeline information into CRM
• Assist brokers in marketing with new listing onboarding
• Assist brokers with closing transactions
• Keep clients, broker team members, and administrative staff up to date on the status of deliverables, deadlines, and upcoming meetings
• Book and organize travel and conferences for Managing Partners and brokerage team
• Assist with planning and executing company events, employee team-building activities, and employee experience initiatives
• Perform general administrative duties as assigned to keep everything behind the scenes running smoothly

Must Haves

• At least 3 years of experience in an administrative office or customer service position
• Proficiency in Microsoft Suite, especially Word, Excel and Outlook
• High school diploma
• Strong organizational skills and attention to detail
• Excellent verbal and written communication skills
• Ability to pass a background check and drug screening

Nice-To-Haves

• Experience with a CRM
• Bachelor’s degree