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Listings Coordinator, Space Services

EventBoard (Teem)

The new Listing Specialist will be a critical member of a team responsible for ensuring that the division obtains and maintains the largest list of available office space in each market that we operate in. This role is part of a critical team that ensures the sales agents have the most current data necessary to do their job.

Reporting to the Director of Operations, the Listing Data Specialist will be a critical member of the sales and operations team. As we are a high-touch, and customer-driven division, attention to detail, passion for perfection, and pride in your work will be the three key values that you bring to your position.

Overview of Expectations

Immediate / Start up Responsibilities

  • Work with Operations Director (OD) to collect and organize all required data needed to assemble WW Brokerage’s listing system
  • Work on data clean up and de-duplicating any data acquired
  • With with OD in salesforce.com to set up workflows and communications needed for data update procedures with Landlords and Leasing Reps
  • Compile contact data for all targeted buildings
  • Work with OD to establish point of contact and set expectations with available listings information requirements
  • Work with OD on day-to-day project management of the divisions Listing System – Track critical dates and deliverables with development team
  • Begin to set up Market Research requirements and standards
  • Work with Marketing Specialist on designing market report templates
  • Work with OD to set up Agent requests for market research
  • Train on script for calling / communicating with Landlords / Leasing Reps for information
  • Begin to test and establish frequency of data updates
  • Review Five9 to program outbound calling rules for data collection requirements

Ongoing Responsibilities.

  • Responsible for collecting the availability data base for
  • Maintain Critical Databases
  • Continually add, update, and remove any changes to the Office Space database
  • Manage the daily ‘queue’ of data that needs to be reviewed as they are submitted by external Landlords and Management companies.
  • Have a thorough understanding of the Listing Data Update Process as noted in the Process Flowchart.
  • Have an instinctual ability to seek out the information needed to keep our data current.
  • Follow the critical operating procedures to ensure data integrity is kept always.
  • Demonstrate a skilled use of CRM and the Five9 phone calling platform.
  • Be able to proactively reach out to our data sources to establish the necessary relationships that keep our data current and accurate
  • Assist with the necessary reporting and analysis requirements as set by leadership of the division. 

Qualifications:

  • 3-4 years minimum real estate operations experience
  • Organized and detail-oriented
  • Ability to solve problems with innovative thinking
  • Strong generalist -- highly competent with the ability to wear many hats
  • Skilled at relationship building
  • Highly flexible and adaptable to continuous change and growth
  • Excellent communicator, verbal and written
  • Excellent interpersonal skills
  • Customer service experience required
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