Broker Administrative Assistant

ABOUT SAVILLS

At Savills, we help organizations find the solutions that ensure employee success. Sharply skilled and fiercely dedicated, our integrated teams of consultants and brokers are experts in better real estate. With services in tenant representation, capital markets, project management, workforce/incentives and workplace strategy/occupant experience, we've boosted the potential of workplaces around the corner, and around the world, for 160 years and counting. Savills is looking for a Broker Administrative Assistant to join the team in the Montreal office.

The role provides overall administrative support for real estate professionals. In addition to preparation of normal correspondence, the role is responsible for research and analysis of properties, preparation of marketing collateral, and submittal of accounting related data upon deal closure. The Broker Administrative Assistant also assists with the maintenance of information in various sales databases and performs other routine office administrative roles.

KEY DUTIES AND RESPONSIBILTIES

• Proactive in assessing the needs of the Professional and the client
• Prepare correspondence, documents, Request for Proposals, reports, account invoices, etc. with direction from brokers and/or knowledge of company policies and procedures
• Compose correspondence while maintaining confidentiality and utilizing correct grammar, punctuation, and spelling
• Prepare and produce marketing presentations and reports, while helping to develop ideas into designs using PowerPoint or InDesign, often with a short lead-time.
• Create market surveys and tour books of available properties, including collecting necessary information from databases or individuals and arranging/scheduling the tour.
• Maintain and update assigned agents' client/prospect databases
• Provide information about the Company; screen and respond to internal and external inquiries of a less technical nature
• Monitor action items and request dates for completion to ensure effective and timely completion of requests
• Maintain and purge account files and records for assigned agents
• Perform general administrative duties such as filing, schedule meetings and travel arrangements
• Conduct research, assemble data, and perform special projects
• Perform other related duties as assigned
• Create a process for task completion and log issues so that we can identify technology and process issues. Develop checklists for every process and implement a system to ensure they are followed.
• Accountable for continually improving and applying service measurement metrics and dashboards. Ensures that all services are measured, reported, and viewed via the lens of continuous improvement.

QUALIFICATIONS

• Bachelor's Degree in business or economics or equivalent experience
• Minimum one year related work experience supporting multiple people; real estate experience preferred
• Ability to complete a high volume of tasks with minimal guidance or supervision
• Strong organizational, interpersonal and communication skills
• Detail oriented with the ability to respond effectively and efficiently while maintaining flexibility
• Capacity to work successfully in a team environment, build effective working relationships inside and outside of the group
• Strong proofreading and editing abilities
• Thorough working knowledge of Microsoft Word, Excel, Power Point, and Outlook
• Creative self-starter, multitask oriented

SPECIFIC SOFTWARE PROGRAMS UTIZLIZED

• All Microsoft applications, including Word, Excel, and PowerPoint
• Outlook and other contact management, social media, and email systems
• CoStar/Loopnet & AIR
• Adobe Acrobat
• Salesforce
• Slack

Savills values a diverse work environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, genetic information, disability, age, veteran status, or any other protected characteristic. Savills participates in the E-Verify program.