Brokerage Administrator

POSITION SUMMARY:
As Brokerage Administrator, you will serve as the operational backbone of the leasing team, keeping deal flow, marketing, and documentation organized across a portfolio of Read King grocery-anchored and third-party retail centers. Working closely with the leasing brokers and marketing team, you will be responsible for front-line communications, CRM administration, marketing coordination, and file management that keeps the brokerage running smoothly day to day.

KEY RESPONSIBILITIES:

1. Communications & Front-Line Support:

• Field all inbound sign calls and incoming inquiries from tenants, brokers, and landlords; act as gatekeeper for prospective tenants reaching out.
• Route calls to the appropriate broker based on the subject property of interest.
• Track callbacks and follow-up status to ensure no inquiry goes unanswered.
• Maintain a professional first impression for the brokerage.

2. CRM / HubSpot Management:

• Own day-to-day HubSpot CRM administration, including contact records, deal pipelines, and lead intake.
• Input prospective tenant contact info, space requirements, and other inquiry details as they come in.
• Keep tabs on deal pipeline, and coordinate follow ups when needed.
• Run basic reporting on pipeline activity and prospect follow-up status.
• Keep all leasing reports updated on a weekly basis.

3. Listing Platform Management:

• Own updates to CoStar, LoopNet, and Crexi listings in coordination with the marketing team.
• Keep listings current as spaces go active, under LOI, or leased.

4. Marketing Coordination:

• Partner with the marketing team on site plan updates, availability flyers, and eblasts.
• Coordinate leasing sign installations.
• Track version control on marketing collateral so brokers always have the current site plan or flyer.
• Coordinate distribution timelines around ICSC events, new listings, or lease-up campaigns.

5. Document & File Management (SharePoint):

• Maintain organized SharePoint architecture for LODs, site plans, elevations, LOIs, leases, and related deal documents.
• Ensure naming conventions and folder structure are consistent across properties.
• Track document version history and archive executed documents appropriately.
• Keep SharePoint updated with the latest LOIs, leases, financials, and other deal-specific information to support an organized transaction pipeline.

6. Vacancy & Site Coordination:

• Coordinate access to 2nd-generation vacancies for prospects, contractors, and inspectors.
• Schedule and confirm site visit logistics with the relevant parties.

7. Administrative Duties:

• Assist brokers with deal paperwork preparation, calendar coordination, and meeting scheduling.
• Support the onboarding of new hires and interns on internal systems.
• Maintain accurate records of property listings, lease documents, and tenant communications.
• Handle expense reports for brokerage team

OTHER BENEFITS:

• $75 monthly phone allowance
• Mileage reimbursement
• Medical Benefits:Coverage through UnitedHealthcare. Employees are enrolled in our system on their first day of employment, and once a plan is selected, coverage is retroactive to the start date to ensure there is no lapse in coverage. Dental and vision coverage, short-term and long-term disability, and additional term life insurance are available at the employee’s expense.
• Life & Accident Insurance:The Company provides basic group term life insurance as well as personal accident insurance. 
• 401(k) Retirement Plan:Employees are eligible to participate in the Company’s 401(k) Plan after completing six (6) months of employment.