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Real Estate Administrative Specialist
2 months ago
Job Summary
Avison Young is seeking a highly skilled and detail-oriented Client Services Coordinator to join our team. As a key member of our office, you will provide exceptional administrative support to our agents and clients, ensuring seamless transaction management and marketing efforts.
Key Responsibilities
- Client Management: Coordinate client communication, ensuring prompt responses to emails and calls. Develop strong relationships with clients, landlords, and other stakeholders to understand their needs and provide tailored support.
- Document Preparation: Prepare and review leasing documents, including Letters of Intent, Offers to Lease, and waiver and extension letters. Ensure timely and accurate document delivery.
- Financial Analysis: Review and deliver financial analyses to clients, evaluating lease terms and providing clear breakdowns to inform decision-making.
- Lease Negotiations: Assist in negotiations by facilitating paperwork to secure favorable terms for clients.
- Reporting and Internal Coordination: Finalize and deliver prospect reports to clients, serving as the internal point of contact for Team responses to RFPs and additional reports.
Administrative Support
- Document Maintenance: Prepare, control, and maintain legal documents throughout the deal and due diligence process.
- Property Listings: Maintain and review property listings, ensuring accurate documentation and timely updates.
- Correspondence Management: Record and update correspondence for property listings, maintaining accurate client reporting.
- Agent Support: Collaborate with agents on various initiatives and special projects.
- Deal Processing: Coordinate deal processing with agents and the Accounting Department.
- Scheduling: Schedule meetings, appointments, property tours, and travel plans.
- Proofreading: Ensure accuracy and clarity in final copy, proofreading for spelling, grammar, and layout.
- Administrative Tasks: Provide support for internal and external correspondence, including file management, scanning, photocopying, organizing, and distributing marketing materials.
Marketing and Research
- Client Packages: Organize, create, and prepare client-specific packages, presentations, and proposals.
- Marketing Materials: Assist in preparing, coordinating, and assembling marketing materials for property listings, maintaining the Avison Young brand.
- Research: Conduct market information research through various sources, including CRM and third-party databases.
- CRM Updates: Update the CRM database with current market and client information.
Qualifications
- Minimum three years of real estate experience and a diploma/degree relevant to real estate, business, or marketing.
- Commercial real estate experience preferred.
- Advanced knowledge of business software, including Word, Excel, PowerPoint, and Outlook.
- Adobe Creative Suite experience.
- Independent thinking, self-starting initiative, and strong teamwork skills.
- Ability to handle flexibility in task management and maintain attention to detail.
- Paralegal or lease administrator experience is an asset.
- Excellent verbal and written communication skills.
- Excellent proofreading and editing skills.
- Ability to multitask, manage time effectively, and recognize and respond to time-sensitive issues.
- Ability to work efficiently under pressure with multiple timelines and limited supervision.
- Discretion regarding personnel and industry-related matters.
- Positive attitude, always seeking to improve the team and contribute value.
Workplace Type
Avison Young practices as an equal opportunity employer, committed to building a diverse workforce with uniformity in service excellence, commitment, and integrity.
The firm maintains a strict policy to ensure employment opportunities are equal and do not discriminate based on various protected characteristics.
Avison Young welcomes and encourages applications from people with disabilities, providing accommodations upon request during the recruitment process.
