Brokerage Services Coordinator

POSITION OVERVIEW The Brokerage Services Coordinator provides comprehensive support to brokers and clients by facilitating real estate transactions, managing administrative tasks, and driving business development initiatives. This role is critical in ensuring the smooth execution of lease transactions, listing agreements, market surveys, and property tours. With a focus on accuracy, compliance, and exceptional service, this position supports the team in achieving business objectives and delivering outstanding client experiences.  RESPONSIBILITIES Transaction SupportSupport the preparation of property surveys and tour schedules tailored to tenant requirements. Coordinates and schedules client property tours. May assist with tours; show space and discuss property specifications, in compliance with local Real Estate Commission guidelines. Assist with market surveys and competitive property reports.  Support the population of internal listing databases (RE Applications) on behalf of brokers and maintain listings in external database (Costar).  Compile property data for clients including tenant surveys, summary reports, maps, and status updates for listing and/or tenant representative assignments. Use analytical skills to comprehend listing agreement in order to submit Property Transition Forms for newly awarded landlord representation agreements.  Gather lease details, including property data and commission structure, to prepare and submit comprehensive broker deal sheets for commission payment requests.  Organize all documents necessary for transactions such as listing agreements, commission agreements, leases, and sales agreements. Drafts AIR lease forms when required (CA Only). Ensure all lease transaction documentation is accurate, compliant, and signed by relevant parties. Monitor contract milestones, lease expirations, and critical deadlines to ensure timely execution and renewal options, follow up with all parties on the execution as required. Maintain current information on deals in the market, market surveys, and large block reports. Support accounts receivable reconciliation by tracking invoices, verifying payments, and following up with clients/customers to ensure timely payment of commission & miscellaneous expense invoices.  Facilitate delivery of property information packages in response to Request for Information (RFIs), Request for Proposals (RFPs), and Letter of Intent (LOIs). Ensuring deadlines are met. Business Development SupportCoordination of client/broker engagement events and gatherings along with specific team events. Help organize and collect information needed for proposals, pitches, and presentations. Attend strategy sessions with brokers and other departments as necessary to generate creative/innovative ideas for pursuits. Collaborate with internal resources, Marketing & Analysts, to orchestrate the delivery of pitch and proposal material for new business pursuits. In addition, effectively showcase available spaces within properties leased by Stream.  Administrative SupportMaintain the department’s customer and external broker contact information in the customer relationship management database, Capture CRM. Maintain lease and property files in a Microsoft Teams & SharePoint environment. Prepare agendas and gather materials for property ownership calls. Coordinates leasing signage requests with leasing team, marketing, and vendor. Central point of contact and planner for team’s client and broker events in collaboration with Marketing team.  Organize and coordinate client specific property information packages in response to Request for Information (RFIs), Request for Proposals (RFPs), and Letter of Intent (LOIs). Gather and help prepare and distribute marketing materials. Steward and be a liaison between brokers and marketing for marketing campaigns. Coordinate annual & ad hoc Bio sheet updates with brokers, send to marketing to review, and share with Digital Marketing to update Stream website. Work in partnership with Marketing and within brand guidelines to maintain Stream’s brand consistency in reviewing and creating outgoing property marketing materials including flyers, proposals, tour books, maps, floor plans, surveys, and other sale materials.