Administrative Assistant (NE)

The Administrative Assistant supports Newmark’s high-volume industrial and commercial brokerage team by providing organized, proactive administrative support and ensuring smooth daily office operations. This role balances two core areas of responsibility: direct brokerage team support and general office management. The ideal candidate is detail-oriented, professional, customer-focused, and able to manage multiple priorities in a fast-paced environment.

Brokerage Team Support:

• Welcome clients and visitors, ensuring a polished, professional first impression.

• Prepare conference rooms in advance of meetings, including materials, technology, and hospitality needs.

• Attend team meetings, take accurate notes, and produce clear, actionable meeting minutes.

• Track all transactions in progress and enter required information into Newmark’s revenue management system.

• Obtain invoices promptly, coordinate with the revenue processor to secure missing documentation, and ensure timely revenue recognition.

• Generate transaction-related reports, including outstanding accounts receivable, and proactively request second-half invoices at least 30 days before due.

• Maintain and update pipeline reports; assist the Operations Manager with monthly forecasting.

• Draft correspondence, agreements, and other documents as requested by brokers.

• Manage calendars, schedule meetings, and coordinate internal and external appointments.

• Provide general administrative support to the brokerage team as needed.

Office Management:

• Ensure the office is opened and closed on time each business day.

• Maintain a clean, organized, and welcoming reception area, conference rooms, and shared workspaces.

• Monitor office supply levels, place orders, and maintain appropriate inventory.

• Ensure office equipment is functioning properly; coordinate service calls and repairs when necessary.

• Support a friendly, professional, and customer-service-oriented environment for clients, vendors, and team members.

• High School diploma required; Bachelor’s or Associates degree preferred.

  
  

• Strong written and verbal communication skills with a professional, client-service mindset.

• Excellent attention to detail and accuracy in all work.

• Ability to manage time effectively and prioritize multiple tasks in a high-volume environment.

• Proficiency with Microsoft Office Suite and comfort learning internal systems, including CRM and revenue management platforms.

• Ability to maintain confidentiality and handle sensitive information appropriately.

• Professional demeanor, reliability, and strong interpersonal skills.

Preferred Qualifications:

• Experience in commercial real estate, brokerage, or a professional services environment.

• Familiarity with transaction tracking, revenue management, or CRM systems.

• Prior experience supporting multiple team members or a high-volume office.