Brokerage Services Admin / Specialist

JOB DESCRIPTION:

Under general supervision, the Brokerage Specialist provides marketing, research, transaction, and administrative support to across the organization. This role supports sales and leasing activities by preparing marketing materials, maintaining transaction data, coordinating client-related logistics, and assisting with internal processes in accordance with company Sales and Marketing operational policies and procedures.

The Brokerage Specialist does not independently perform licensed real estate activities unless properly licensed. All activities requiring a California real estate license are performed only by licensed personnel and under appropriate broker supervision. The position requires a high level of professionalism, organization, and discretion in handling confidential sales, marketing, client, and proprietary information.

Responsibilities

Essential Duties and Responsibilities

Broker Support & Marketing

• Provide day-to-day marketing and administrative support to multiple brokers across the organization on sales and leasing assignments.
• Assist brokers with the preparation and execution of marketing strategies for property listings and business development initiatives.
• Create, format, and update marketing materials including flyers, brochures, proposals, offering memoranda, and presentations for broker review and approval.
• Support the preparation of comparable market analyses, market research summaries, and industry data for use by licensed brokers.
• Evaluate broker and client requests to determine appropriate content, format, and delivery of marketing and presentation materials.

Data, Systems & Coordination

• Maintain and update marketing and sales infrastructure, including CRM systems, prospect databases, transaction records, and web-based platforms.
• Coordinate with internal departments such as Research, Financial Analysis, and Marketing to obtain requested data and materials.
• Audit, update, and maintain listings, sales records, and transaction documentation to ensure accuracy, completeness, and compliance.
• Analyze competitive and market information and prepare summaries for broker review.

Client & Transaction Support

• Provide client service support that enhances broker-client relationships and supports business growth.
• Participate in client meetings and presentations in a support capacity as requested by brokers.
• Organize property tours, including scheduling, coordinating logistics, and preparing tour materials; licensed brokers conduct tours and discuss transaction-related matters.
• Respond to pricing inquiries and assist brokers in developing proposals and responses to non-routine client requests (California real estate license required).
• Perform additional duties and special projects as assigned.

Qualifications

Skills and Competencies

• Strong written, verbal, and interpersonal communication skills.
• Ability to organize, prioritize, and manage multiple assignments and deadlines simultaneously.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe InDesign; familiarity with CRM, marketing, or project management software is a plus.
• Strong attention to detail and ability to follow established processes and compliance requirements.
• Professional demeanor with a customer service-oriented approach.
• Ability to work collaboratively in a team-oriented environment.
• Demonstrated ability to maintain confidentiality and handle sensitive information with discretion and integrity.
• Must have commercial real estate license or in process of obtaining one within 90 days of hire.
• This is an in office position based in Palo Alto.

Compliance Note

This position includes both licensed and non-licensed duties. Employees may only perform activities requiring a California real estate license if properly licensed and acting under broker supervision, in accordance with California Department of Real Estate regulations.

Salary Range Language

The expected base salary for this position ranges from $70,000 to $85,000 annually.  The actual base salary will be determined on an individualized basis taking into account a wide range of factors including, but not limited to, relevant skills, experience, education, and, where applicable, licenses or certifications held.  In addition to base salary and a competitive benefits package (including health, vision, and dental insurance, paid time off and a 401(k) retirement plan with employer matching), this position may be eligible for additional types of compensation including discretionary bonuses and other short- and long-term incentives (e.g., deferred cash, equity, etc.).

WORKING CONDITIONS: Normal working conditions with the absence of disagreeable elements

NOTE: The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified.