Sales Coordinator, Brokerage

JLL
United States, California, Menlo Park
Sep 24, 2024
Sales COORDINATOR, BROKERAGE - Location: San Jose, CA Reports to: Operations Manager, Menlo Park About JLL We're JLL. We're a professional services and investment management firm specializing in real estate. As a Fortune 200 company, we help real estate owners, occupiers and investors achieve their business ambitions. We have nearly 300 corporate offices across 80 countries, with a team of more than 86,000 individuals. If you're looking to step up your career, JLL is the perfect professional home. With us, you'll have a chance to innovate with the world's leading businesses, put that expertise into action on landmark projects, and work on game-changing real estate initiatives. You'll also make long-lasting professional connections and be inspired by the best. We're focused on opportunity and want to help you make the most of yours. Achieve your ambitions-join us at JLL! What this job involves We are seeking a Sales Coordinator to join our Brokerage team and provide high level office management and broker support, often handling a large number of details relating to complex commercial real estate transactions, for multiple leasing and sales brokers. Our Team of advisors specializes in industrial, office, land leasing and sales in San Jose, Silicon Valley and South Bay. You will help manage deal transactions, customize marketing materials, client interaction, new business activities, moderate financial management, and general administrative support. In addition, managing the office reception and coordinating general office management. This is a fast-paced, team-oriented environment partnering with brokers, research, marketing, finance and coordinators to help in the overall success of the office. The role provides a unique opportunity with exposure to all aspects of the business in an excelling market with high visibility and the opportunity to be an integral part of our growing dynamic team. We promote an organizational culture of trust and teamwork, build an inclusive work environment that embraces diversity, and elevate our people to achieve business growth. Key responsibilities Sales Coordination: Prepare documents including Request for Proposals, Letters of Intent, customer and prospect correspondence, leasing status reports, account invoices, etc. with direction from brokers and/or knowledge of company policies, procedures, and best practices Maintain all landlord agency listing expiration dates and submit renewal letters when appropriate Manage all listings on brokerage listing services including CoStar, Loopnet, Crexi and MarketSphere Track and have knowledge of JLL technologies, maintain access to resources Create and maintain intranet sites for client and property purposes including, View the Space and Weebly Support the market team in the preparation of flyers, brochures and email distributions Create and edit presentations, pitches, and client deliverables for prospect/client meetings with PowerPoint, Adobe InDesign and Microsoft Software Gather research information and create market surveys and tour books by adding building information, maps and pictures and CoStar data Organize and participate in periodic client meetings and/or calls Assist and participate in planning as needed for industry functions or client events and open houses Update and maintain company Contact Relationship Management database to track prospects, clients and deal information Process deal file paperwork, gather and label required documents, obtain necessary approvals Manage, update and post transactions to financial software system, Dealio Update and maintain broker professional profiles and other team marketing related material as needed Provide interface for brokers on IT issues, including computer needs, email, calendar maintenance, voicemail, phone, and other related technology and equipment Track and process broker expense reports Participate in regular coordinator and business unit meetings and trainings Perform general duties such as printing, binding, scheduling meetings, making travel arrangements to further support and leverage the sales process Duties assigned as the business needs require Office Coordination: Collaborates with Nor Cal Sales Coordinators on overflow of projects Greet/host/provide front desk support for guests, visitors, and employees Office maintenance (i.e.: pick up and display newspapers, load/unload dishwasher, coffee machine maintenance, etc.) Maintain all conference rooms for cleanliness, coordinate reservations, including ordering and/or setup of food Order, maintain and organize all kitchen and office supplies Coordinate vendor services, including: janitorial, mailroom, copier services, parking, badging, and conference rooms Assists with the coordination and scheduling of office/building maintenance activities Point of contact for all packages/deliveries Pick-up, drop-off, prepare postage/labels for mail/UPS/FedEx, courier services, etc. Update phone lists, photo organization charts, and seating plans Assist with onboarding new employees (setting up parking, building access, etc.) Assist with special events (client events, holiday events, team days, etc.) Assist with mail outs (invitations, holiday cards, thank you cards, etc.) Maintain and distribute office lists (i.e.: agreements, BRE licenses, broker roster, etc.) Experience and qualifications 1-3 years relevant experience supporting multiple people preferably in the commercial real estate industry or other professional services organization Bachelor's Degree preferred, but not required High level of proficiency and working knowledge of Microsoft Word, Excel, Power Point, Outlook required and knowledge of Adobe Software such as InDesign and Photoshop a plus Work enthusiastically in a team atmosphere, promoting collaboration and idea sharing verbally and through action Strong organizational, interpersonal and communication skills Strong ability to multi-task with multiple projects and deadlines in a "high-volume" fast paced environment Strong proofreading and editing abilities Ability to manage time well and be self-motivated, without direct supervision Strong client service orientation; proactive working style and friendly, helpful attitude Commitment to high professional ethical standards What you can expect from us We're an entrepreneurial, inclusive culture. We succeed together-across the desk and around the globe. We believe the best inspire the best, so we invest in supporting each other, learning together and celebrating our success. Our Total Rewards program reflects our commitment to helping you achieve your ambitions in career, recognition, well-being, benefits and pay. We'll offer you a competitive salary and benefits package. With us, you'll develop your strengths and enjoy a career full of varied experiences. We can't wait to see where your ambitions take you at JLL. Apply today!