Brokerage Assistant - JLL

November 30, 2017
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Chicago , Illinois 60601

We are seeking an Administrative Brokerage Assistant to join a high-volume and successful brokerage sales team in our Stockton office to provide high level support often handling a large amount of details relating to complex retail real estate transactions.  Primary responsibilities will be to support 3-4 Industrial leasing brokers and help manage deal transactions, customize marketing materials, client interaction, new business activities, moderate financial management, and general administrative support.  This is a fast-paced, team-oriented environment where you will work with 3 other supportive, outgoing and collaborative brokerage coordinators in our Sacramento office to help in the overall success of the business.


  • Prepare documents including Request for Proposals, Letters of Intent, customer and prospect correspondence, reports, account invoices, etc. with direction from brokers and/or knowledge of company policies, procedures and best practices
  • Create and edit presentations, tour books, and client deliverables for prospect/client meetings with PowerPoint, Adobe InDesign and Microsoft Software
  • Assist with gathering research information and completing market surveys, including gathering building information, maps and pictures, CoStar data, and creating building tour books and surveys
  • Manage all team mapping needs and coordinate with GIS team to provide custom client map deliverables
  • Organize and participate in periodic client team meetings and/or calls
  • Assist and participate as needed for industry functions or client events
  • 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
  • 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
  • Prepare and track broker expenses and process expense reports in PeopleSoft
  • Participate in regular administrative assistant and business unit meetings
  • Perform general administrative duties such as answering phones, printing, binding, scheduling meetings, greeting clients, conference room set up and making travel arrangements to further support and leverage the sales process
  • Duties assigned as the business needs require


  • Coordinate Leasing Status Reports and Minutes on assigned properties as required by clients
  • Maintain all landlord agency listing expiration dates and submit renewal letters when appropriate
  • Manage transactions through Dealio
  • Manage all listings on brokerage listing services including CoStar and Loopnet
  • Create and maintain intranet sites for client and property purposes including, View the Space and  Hightower
  • Audit and review documentation on commission terms as well as invoice and bill commissions
  • Prepare site surveys, tour books and other marketing materials for clients


  • Assist in the preparation to produce large marketing presentations through InDesign, often with a short lead-time and in conjunction with the marketing team
  • Support the market team in the preparation of flyers, brochures and email distributions
  • Gather building information and comp information via Costar and internal database


  • Time Management – Ability to manage time well and be self-motivated, without direct supervision
  • Communication – Able to provide ongoing input and updates to team through thoughtful and detailed information
  • Teamwork – Able to work in a team atmosphere, providing support to other departments and teams as necessary
  • Customer Service – Has the interpersonal skills to provide good service to internal clients and friendly, helpful attitude


  • Bachelor’s Degree preferred, but not required or equivalent business experience
  • Minimum two to three years’ experience supporting multiple people preferably in the commercial real estate industry or other professional services organization
  • 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
  • Resourceful self-starter; pressure-durable
  • High level of proficiency and working knowledge of Adobe Software such as InDesign and Photoshop as well as Microsoft Word, Excel, Power Point, Outlook, Mapping and database software
  • Apply today!

    Apply quoting reference 70113BR at