Client Services Assistant

JOB SUMMARY

CBRE is a Fortune 122 company and the world's largest commercial real estate firm. We're looking for a self-motivated and high-energy team member to take on multiple administrative and financial support responsibilities for a group of high performing sales professionals in a fast-paced commercial real estate office. The role requires the ability to manage, understand, and interpret moderately complex data and information related to high level real estate sales and leasing. The Client Services Assistant must have the ability to quickly shift gears and coordinate a multitude of tasks within a busy, modern downtown office.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Revenue:

• Gathers supporting documentation to process sales professional commissions while abiding by company accounting policies as well as local, national and international laws.
• Liaises with CBRE sales teams globally to ensure accuracy for deal compliance, sales professional splits, conversion of local currency to USD and that invoices are issued in appropriate local currency.
• Ensures each specific corporate account invoice has appropriate account cost pools, rebates and team splits.
• Reviews invoices for accuracy (PO#'s, Supplier #'s are included on invoices) and includes appropriate back-up documentation when necessary.
• Submits invoices to appropriate client/sales professional teams for payments.
• Tracks invoices and payments in online tool.
• Point of contact for accounting to verify termination clauses, confirmation revenue due/earned, etc.
• Process and track other client payables not tied to commission. (i.e., client reimbursements and other miscellaneous fees.)
• Verification of Quarterly Aging Report to the accounting team.
• Reviews all past due invoices, tracking and follow-up with clients, brokers as needed.
• Responds to questions and inquiries from clients regarding invoices gathering appropriate backup information and reports as needed.

Payables

• Processes wire transfers, external and internal invoices, check requests, journal entries, advisory billings, and all other invoices for the team. Tracks accordingly as needed.

Administrative & Correspondence

• Process sales professional expense reimbursements using PeopleSoft.
• Manage team travel arrangements.
• Coordinate internal and external meeting arrangements including technology, printed materials, and refreshments.
• Answers, screens and directs incoming telephone calls. Responds to general inquiries and provides information as needed, while maintaining confidentiality of Sales, Marketing, Client and proprietary information and data in all communications.
• Reads and routes incoming mail. Composes and prepares routine correspondence, faxes and emails for sales professionals.
• Print and process large mailing distributions.
• Maintains and updates relevant databases and assists with website updates using SiteCore.
• Organizes and maintains filing system, file correspondence and other records. May coordinate schedules and appointments for sales team members.
• May attend Sales team meetings for the purpose of recording meeting minutes or action items.
• Maintains CBRE brand, product, office, and client messaging and consistency by applying templates to produce marketing materials including flyers, proposals, tour books, maps, floor plans and qualification packages.
• Other duties may be assigned.

SUPERVISORY RESPONSIBILITIES

No formal supervisory responsibilities in this position.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and EXPERIENCE

Associate's degree (A.A.) or equivalent from 2-year college required. 2 years experience providing administrative support to multiple or team of professionals; ability to determine and respond to conflicting priorities preferred. Work experience in Sales or Marketing environment preferred.

CERTIFICATES and/or LICENSES

None.

COMMUNICATION SKILLS

Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, coworkers and/or supervisor.

FINANCIAL KNOWLEDGE

Requires knowledge of financial terms and principles. Ability to calculate intermediate figures such as percentages, discounts and/or commissions. Conducts basic financial analysis. Ability to abstract a lease.

REASONING ABILITY

Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.

OTHER SKILLS and ABILITIES

Advanced skills with Microsoft Office Suite, internet research and web publishing skills. Ability to manipulate basic templates in Power Point and/or InDesign preferred. Basic knowledge of accounting and marketing preferred.

SCOPE OF RESPONSIBILITY

Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause negative impact to external and internal clients.