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Key Responsibilities and Required Skills for Brokerage Specialist

💰 $83,000 to $151,000 per year

Commercial Real EstateTransactionsMarketing Support

🎯 Role Definition

The Brokerage Specialist supports and enhances the efficiency of commercial real estate brokerage teams by managing transaction pipelines, creating marketing materials, coordinating deal documentation, and serving as a communication hub for brokers, clients and internal departments. This role demands strong organisational, analytical and communication skills to ensure seamless execution of leasing, investment sales and other brokerage activities.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Brokerage Coordinator / Administrative Support in a real estate firm
  • Marketing & Transaction Assistant in commercial real estate
  • Real Estate Research Analyst or Property Listing Specialist

Advancement To:

  • Senior Brokerage Specialist / Lead Brokerage Specialist
  • Brokerage Operations Manager / Transaction Manager
  • Commercial Real Estate Broker / Director of Brokerage Services

Lateral Moves:

  • Marketing & Business Development Specialist in real estate
  • Deal Desk Analyst in brokerage operations
  • Client Service Manager in real estate services

Core Responsibilities

Primary Functions

  1. Support the delivery of real estate services by managing contracts, escrows, lease and sale documentation and coordinating with brokers to ensure timely execution of transaction deliverables.
  2. Review and analyse lease/sale documents and paperwork, maintain transaction file integrity, and ensure legal and internal compliance for each deal.
  3. Manage the brokerage pipeline: track active listings, monitor leads, update CRM or database systems, and ensure accurate status reporting to leadership.
  4. Create, edit and distribute marketing deliverables such as flyers, proposals, case studies, email blasts, web listings, and property brochures, ensuring alignment with brand and campaign strategy.
  5. Coordinate with internal teams (Marketing, Research, Finance, Legal) to collect data, prepare pitch materials and proposals, and deliver polished client‑facing content on schedule.
  6. Maintain and update property listing sites, third‑party platforms (e.g., CoStar, LoopNet), and internal data repositories to reflect current availability and marketing status.
  7. Organise and schedule meetings, property tours, events and conferences for brokers including logistics, catering, venue, invites and travel as required.
  8. Prepare regular client reports covering deal status, marketing efforts, targeted companies, and property performance metrics.
  9. Monitor and track deal budgets, commission payments, expense reports and reimbursements; liaise with revenue accounting and operations to ensure accuracy and timeliness.
  10. Manage database integrity by entering, updating and verifying lead, contact and listing information in CRM systems, ensuring data quality and accessibility for fee‑earners.
  11. Conduct market research, compile property comps, vacancy and rental data, and support brokers with value‑added insights and thought‑leadership materials.
  12. Assist with due diligence processes in investment sales and leasing, coordinating with engineers, environmental surveyors, escrow officers and title representatives.
  13. Manage transaction close‑out activities: package deal sheets, submit deal documentation, update status in systems and archive completed files.
  14. Identify process improvement opportunities in marketing, transaction and administrative workflows and implement best practices in collaboration with operations leadership.
  15. Ensure all marketing and transaction deliverables comply with company standards, branding guidelines and regulatory requirements.
  16. Provide training and support for onboarding new team members or associates regarding brokerage workflows, CRM usage, documentation standards and marketing procedures.
  17. Attend strategy sessions with brokers, participate in internal sales meetings and contribute to the development of business development ideas and market positioning.
  18. Serve as the point of contact for internal and external stakeholders, including clients, vendors, brokers, and operations teams, maintaining professional communication and client service standards.
  19. Manage and reconcile expense budgets tied to listings or deals, attribute costs properly and escalate variances or exceptions to appropriate leadership.
  20. Oversee signage, property website updates, marketing event coordination, and listing maintenance to support brokers’ market presence and listing visibility.

Secondary Functions

  • Support ad‑hoc data requests, property research and exploratory analysis to assist brokers in identifying new business opportunities.
  • Contribute to the brokerage team’s technology and process roadmap by recommending and implementing enhancements in CRM, marketing automation and listing‑management systems.
  • Collaborate with cross‑functional business units such as digital streaming, content delivery (if applicable) to translate brokerage‑market needs into operational or engineering requirements.
  • Participate in shift handovers, team planning and agile operations within the brokerage support team to ensure consistency of service.

Required Skills & Competencies

Hard Skills (Technical)

  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with Adobe Creative Suite (InDesign, Illustrator) for marketing content production.
  • Experience with CRM systems (Salesforce or equivalent) for lead, pipeline, listing and contact management.
  • Understanding of commercial real estate brokerage processes: lease/sale documents, escrow, deal budget tracking, closing workflows.
  • Ability to create and edit client‑facing proposals, pitch decks, brochures and marketing collateral to support property listings and business development.
  • Proficient at maintaining listing platforms and third‑party databases (CoStar, LoopNet, etc.) ensuring up‑to‑date property availability.
  • Strong analytical skills: gather market data, property comps, vacancy and rental rates and translate them into meaningful insights.
  • Budgeting and expense tracking: monitor deal budgets, commission payments, cost recoveries and report variances.
  • Excellent document/file management skills: organising transaction files, archiving, ensuring compliance and audit trail integrity.
  • Strong communication and interpersonal skills, able to coordinate across departments, vendors, brokers and clients.
  • Time‑management and project coordination: multi‑tasking, meeting tight deadlines, managing multiple projects and priorities simultaneously.

Soft Skills

  • Exceptional attention to detail and commitment to quality in marketing materials, data accuracy and transaction documentation.
  • Strong problem‑solving mindset: independently identify issues, propose corrective actions and follow through to resolution.
  • Adaptability and flexibility: thrive in a fast‑paced brokerage environment, shifting priorities and evolving market conditions.
  • Effective collaboration and teamwork: operate smoothly with marketing, research, finance, legal and operations partners.
  • Professional and customer‑oriented service: maintain high standards of client service, internal stakeholder relationships and external presentation.
  • Initiative and proactivity: anticipate broker needs, streamline workflows, propose process improvements and take ownership.
  • Excellent written and verbal communication: craft compelling proposals, articulate ideas clearly and interact professionally with stakeholders.
  • Time management and prioritisation: handle multiple simultaneous tasks, schedule tours/meetings, keep pipelines and calendars organised.
  • Confidence under pressure: deliver high‑quality work within tight deadlines and manage tasks in dynamic commercial real estate settings.
  • Learning orientation and continuous improvement: stay updated on brokerage market trends, marketing tools and data‑driven insights.

Education & Experience

Educational Background

Minimum Education:
Bachelor’s degree in Marketing, Business, Communications, Finance, Real Estate or related field.
Preferred Education:
Bachelor’s degree plus certifications or licensing (e.g., Real Estate Salesperson/Broker License where applicable).
Relevant Fields of Study:

  • Commercial Real Estate
  • Marketing & Communications
  • Business Administration
  • Finance
  • Property/Asset Management

Experience Requirements

Typical Experience Range:
3‑5 years of administrative, marketing or support experience in commercial real estate brokerage or related environment.
Preferred:
Experience in a high‑volume real estate brokerage team, familiarity with lease/sale transactions, CRM systems and marketing production workflows.

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