Cushman & Wakefield, inc.

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Senior Administrator

at Cushman & Wakefield, inc.

Posted: 7/7/2019
Job Status: Full Time
Job Reference #: R61370

Job Description

Job Title

Senior Administrator

Job Description Summary

The Senior Administrator will report to the Office Manager and will serve as the senior support for the fee-earner team. This position is responsible for support and management of client service activities such as pitch and proposals, transaction support, and fee-earner administrative support. The Senior Administrator will interact with various departments within the organization on behalf of the fee-earner to ensure they are able to meet the needs of their clients. In this capacity, the Senior Administrator will be viewed as a direct line of communication to the fee-earner themselves.

Job Description

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Manage database
  • Manage content creation process with regards to timeline and production cycle
  • Coordinate with other departments based on the needs of the fee-earner
  • Support timeliness of deliverables
  • Provide sales and deal support

KEY RESPONSIBILITIES

Pitch and Proposal Coordination

  • Manage coordination with Marketing, Research, and Financial Analyst on behalf of fee-earner for the creation of pitch/proposal and deliver content as necessary
  • Maintain calendar of due dates and follow up as necessary
  • Attend strategy session with fee-earner and other departments as needed
  • Schedule meetings with fee-earner and other departments for review and feedback
  • Schedule meetings with prospect and arrange any other accommodations that may be required, such as catering, transportation, and space reservations
  • Coordinate with Marketing on the production of pitch/proposal when outside vendor is required for printing
  • Perform basic data gathering, such as property searches and site selections, on behalf of fee- earner as appropriate
  • Populate template market documents such as tour books, property flyers, and brochures
  • Schedule follow up meetings as necessary to review content

Other Service Delivery

  • Draft proposals with direction from supervising C&W real estate professional
  • Compile information to be used in periodic landlord leasing activity reports
  • Organize transaction documents, including confidentiality agreements, leases, contracts, listings, closing documents, etc.
  • Handle client contact lists, including database management
  • Execute  property  tour  logistics  for  showing,  including  coordination  with  fee-earner  and/or licensed   professional,   scheduling    meeting    with    prospect,   and    arranging    any    other  accommodations that may be required (e.g., delivering food, reserving space)
  • Work  with  fee-earner  and  Marketing  to  determine  if  material  request  requires  marketing assistance or Service Delivery Coordinator assistance
  • Develop and mail general flyers or collateral on behalf of fee-earner
  • Coordinate with team to execute on the project lifecycle

Maintain CRM

  • Update CRM system on behalf of fee-earner
  • Research potential conflict of new pursuits
  • Coordinate with fee-earner on the timely delivery of necessary information for CRM maintenance
  • Enter new leads and opportunities into the CRM system and update accordingly
  • Provide Deal numbers as needed for the proper recording of pursuit and deal related expenses
  • Review CRM with fee-earner to ensure the accuracy of the information
  • Communicate current CRM pipeline with Director of Operations and Managing Principal and assist in scheduling of meeting with fee-earner when necessary

Client Interaction

  • Schedule meetings with Client on behalf of fee-earner and coordinate any other arrangements as needed
  • Attend client meetings and produce meeting minutes as requested
  • Follow Up with Client on the delivery of necessary information and to provide progress updates

Coordinate Events and Conferences

  • Notify fee-earner of internal and external events and conferences
  • Register fee-earner for desired events
  • Coordinate payment and coding of event price
  • Assist in planning, scheduling, and promoting of fee-earner hosted events
  • Coordinate travel and other logistics for fee-earner as necessary

Deal Documentation and Revenue Accounting

  • Follow up with all parties on the execution of deal related documents as required
  • Prepare deal related documents and provide to fee-earner for review, approval, and delivery
  • Coordinate with Legal for review and approval when template documents are insufficient
  • Create deal sheet and provide to fee-earner and Director of Operations for review and approval
  • Package deal sheet with deal documentation and submit to Revenue Accounting for processing
  • Close Deal in CRM as required

Maintain Databases

  • Manage fee-earner Internal Listing Database on behalf of fee-earner
  • Inputting new listings into database and uploading all required information to include but not limited to property, availability, and rental rate information
  • Updating existing listings in database
  • Removing inactive listings in database
  • Communicating all additions, deletions, and updates to Research
  • Coordinate with fee-earner for the collection of necessary information
  • Work with Research team to manage third party databases on behalf of fee-earner 
  • Updating CoStar, LoopNet, and other related listing sites with current availability information
  • Uploading property flyers to third party sites
  • Coordinate with fee-earner for the timely collection of necessary information to maintain third party sites

Respond to Data Requests

  • Communicate requests with Marketing, Research, and Financial Analyst for the delivery of necessary information
  • Maintain calendar of due dates and follow up as necessary
  • Respond to requests under certain threshold, such as basic property or ownership searches

METRICS

Role will be evaluated on the following:

  • Accuracy of produced documents o  Timeliness of produced documents o Variance to budget and timeline

    COMPETENCIES

    • Excellent written and oral communication skills
    • Ability to multitask
    • Ability to take direction from multiple sources
    • Excellent project management skills
    • Excellent attention to detail
    • Demonstrated aptitude to solve problems and navigate through obstacles
    Cushman & Wakefield provides equal employment opportunity. Discrimination of any type will not be tolerated. Cushman & Wakefield is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without  regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status or any other characteristic protected by state, federal, or local law.

    About Cushman & Wakefield

    Cushman & Wakefield (NYSE: CWK) is a leading global real estate services firm that delivers exceptional value for real estate occupiers and owners. Cushman & Wakefield is among the largest real estate services firms with approximately 51,000 employees in 400 offices and 70 countries. In 2018, the firm had revenue of $8.2 billion across core services of property, facilities and project management, leasing, capital markets, valuation and other services. To learn more, visit www.cushmanwakefield.com or follow @CushWake on Twitter.

    For US Applicants:

    Cushman & Wakefield is an equal opportunity / affirmative action employer. All individuals regardless of their race, color, religion, sex, national origin, sexual orientation, gender identity, disability,  protected veteran status, or any other characteristic protected by state, federal, or local law. Further, the company takes affirmative action to ensure that applicants are employed and employees during employment are treated without regard to any of these characteristics.We hire the most talented professionals and invest in superior resources and technologies. The talent of our extraordinary people and the culture and business approach we foster, coupled with the exceptional, creative services we provide and the results we deliver worldwide for owners, occupiers, and investors are what distinguishes Cushman & Wakefield.

    Applicants have rights under Federal Employment Laws

    Family and Medical Leave Act (FMLA)

    Equal Employment Opportunity (EEO)

    Employee Polygraph Protection Act (EPPA) 

    Pay Transparency Nondiscrimination Provision

    Cushman & Wakefield is an E-Verify employer.  E-Verify is an Internet based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of their newly hired employees in the United States.  Please click on the following links for more information:

    This Organization Participates in E-Verify

    English & Spanish

    Right to Work

    English

    Spanish

    In compliance with the ADA Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position at Cushman & Wakefield, please call 1-888-365-5406 or email HRServices@cushwake.com



    Posted 30+ Days Ago

    Full time

    R61370