Coordinator, Transaction Svcs - Chicago - NEWMARK

Description

Job Description

The Transaction Services Coordinator (TSC) supports broker teams and office operations by managing listings, producing client-facing materials, coordinating marketing initiatives, and ensuring process and brand compliance.

This role works closely with the Chicago Marketing team and acts as a key liaison to keep projects organized, accurate, and on schedule.

Responsibilities

Key Responsibilities:
Listing Management
Maintain active leasing agency and industrial listings, ensuring data accuracy and timely updates across systems.
Update and manage property listings on Newmark-created sites, CoStar, and Buildout.
Client Materials & Correspondence
Generate and maintain client communications, including proposals, letters of intent (LOIs), engagement letters, and follow-ups.
Prepare and update NMRK-branded marketing collateral (e.g., brochures, building matrices, flyers), and distribute property e-blasts.
Marketing & Project Coordination

Serve as project liaison between broker teams and the Chicago Marketing group to initiate requests, track deliverables, and hit deadlines.

Ensure brand standards and templates are consistently applied across all materials.
Operational & Financial Support
Enter invoicing in CRES and provide required client and deal information to the Revenue Processor.
Review client agreements for upcoming expirations; coordinate with brokers on renewals and extensions.

Facilities oversight - Help to manage day-to-day operations of the suite, including office equipment, supply ordering, and general facility needs to ensure a smooth and efficient workspace.

Compliance & Standards
Ensure adherence to NMRK policies, procedures, and brand guidelines across all outputs.
Maintain organized digital files and project records for auditability and easy access.
Qualifications
Qualifications
4+ years of experience in commercial real estate, marketing/operations, or professional services; brokerage support experience preferred.
Proficiency with listing platforms (CoStar, Buildout) and CRM/financial tools (CRES).
Strong skills in Microsoft Office (PowerPoint, Word, Excel); familiarity with Adobe InDesign and Templafy a plus.
Exceptional attention to detail, organization, and follow-through in a deadline-driven environment.
Strong written and verbal communication skills; client-service mindset.
Ability to manage multiple projects, prioritize effectively, and collaborate across teams.

Key Competencies:

Project Coordination:
Plans work, tracks tasks, and proactively removes roadblocks.

Quality & Accuracy:
Produces error-free deliverables and maintains clean, current data.

Brand Stewardship:
Applies templates and brand standards consistently.

Team Collaboration:
Builds productive relationships with brokers, marketing, and operations.