Demo

Office & Transaction Manager

GPS Commercial Advisors
Phoenix, AZ Full Time
POSTED ON 2/5/2025
AVAILABLE BEFORE 5/5/2025

Job Description

Job Description

POSITION SUMMARY : OFFICE & TRANSACTION MANAGER

Provides broad tactical and operational support to a team of transaction management professionals. Assists the Brokerage and Development team with transactions, assignments. Manages the office for company including assisting ownership with operations, light accounting.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Supports commercial real estate brokers with any documentation related to the transaction process flow, such as lease and sale transaction documents and additional items as directed by team members.
  • Tracks and reports upcoming listing expirations, lease expirations, lease extensions with associated commissions and other critical dates to CRE team members.
  • Facilitates commission invoicing, tracking, disbursement and appropriate filing compliance.
  • Light Accounting and banking duties (depositing checks, coordinating wiring funds, distribution of commission checks, etc.)
  • Broad office management oversight including ordering of office / kitchen supplies.
  • Provides oversight of project file (hard copy and database) maintenance to ensure all required documentation is included in the file (Google Drive) or database (Dept of RE compliance).
  • Create, maintain and / or move files and records, including real estate transaction files.
  • Occasionally gathers and coordinates real estate market data for clients / brokers.
  • Update and maintain various databases to include : Costar, Constant Contact, Pipedrive, etc.
  • Assist in updating company website with professional website manager. Coordinate social media outbound messaging with qualified social media professional.
  • Prepare and maintain accurate documents to include, Request for Information (RFI’s), Letter of Intent (LOI’s) and Request for Proposal (RFP’s).
  • Review marketing material specifications (marketing brochures), and act as point of contact and liaison with Marketing partner deliverables.
  • Maintains Outlook Calendar – tracks critical dates.

AS NEEDED

  • Respond to outside broker requests and inquiries.
  • Coordinate mass marketing Eblasts (send tests and schedule future).
  • Provide informational assistance to clients to include; greeting clients, directing telephone traffic and scheduling appointments and tours.
  • Coordinate on / offsite meetings and conferences as well as limited travel arrangements.
  • Prepare, update, collate and package reports or digital tour books / spreadsheets as instructed by team.
  • Perform administrative functions and prepare communication as required.
  • Prepare expense reports for owners on monthly basis.
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