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NAI Burns Scalo · 3 months ago

Administrative Assistant and Brokerage Support

Tampa, FL

Full-time

Onsite

Entry, Mid Level

2+ years exp

NAI Burns Scalo is a leader in commercial real estate, recognized for its commitment to excellence and innovation. The Administrative Assistant and Brokerage Support Coordinator provides essential support to the brokerage team by managing data entry, reporting, and transaction support while ensuring timely execution of administrative tasks related to leasing and broker performance.

Commercial Real EstateProperty DevelopmentProperty ManagementReal Estate

Responsibilities

Manage the commission payout process within our commission tracking software, ensuring accuracy in broker splits, approvals, and timely disbursements

Compile and analyze monthly broker performance reports, tracking key metrics such as deal volume, pipeline activity, commission earned, and performance against goals

Present Broker Sales Summary reports and insights to leadership to support strategic decision-making and accountability

Assist brokers with document templates and facilitate brokerage agreement execution through General Counsel

Record meeting minutes for brokerage team meetings

Track and reconcile broker expenses

Support real estate team with special initiatives, such as portfolio optimization, property repositioning, and internal process improvements

Manage task lists, deadlines, and team updates for key real estate or leasing projects

Facilitate communication between internal stakeholders and external vendors

Maintain status tracking for in-progress transactions and special assignments

Enter executed lease data into Yardi and ensure ongoing accuracy

Prepare lease abstracts and critical date summaries for each new lease; distribute calendar invites and track key milestones

Maintain compliance with lease processing checklists

Organize and manage lease documentation in SharePoint and physical files

Track and obtain tenant certificates of insurance

Maintain logs for critical lease provisions, such as rights of first refusal, termination rights, and expansion options

Coordinate receipt of security deposits and initial rent payments

Draft and send tenant notices and correspondence in collaboration with the Client Experience Team

Assist with the preparation of tenant estoppels and SNDAs

Produce investor leasing reports, occupancy reports, and stacking plans

Conduct submarket research and compile market intelligence for internal teams

Create and maintain listings on platforms such as CoStar, Crexi, and LoopNet

Post updates to NAI Global message boards and internal communications tools

Greeting clients, answering the telephone, and making follow-up calls

Preparing correspondence, scheduling meetings, and making travel arrangements

Preparing real estate forms and documents

Coordinating showings, assisting at open houses, and obtaining feedback

Ordering supplies, preparing and distributing marketing materials

Maintaining electronic and paper filing systems

Preparing listing materials and posting property listings

Managing a client database and preparing reports

Assisting with closing processes

Record and update meeting minutes for office meetings

Performing other duties as assigned

Qualification

Commercial real estateMicrosoft Office SuiteYardiSharePointCoStarCRM systemsOrganizational skillsTime managementWritten communicationVerbal communicationAttention to detail

Required

2+ years of experience in commercial real estate, brokerage, or operations support

Proficiency with Microsoft Office Suite (Excel, Outlook, Word)

Strong organizational and time management skills

Excellent written and verbal communication

Ability to handle confidential information with discretion

Preferred

Familiarity with Yardi, SharePoint, CoStar, or similar CRE based software systems/ platforms

Familiarity with CRM systems/platforms (i.e. Hub Spot, Salesforce, etc.)

Company

NAI Burns Scalo

NAI Burns Scalo, an advisory and investment organization headquartered in Pittsburgh, Pennsylvania, is an integral part of NAI Global, which spans over 325 offices across 55 countries.

Founded in 1956

Pittsburgh, Pennsylvania, USA

51-200 employees