Senior Brokerage Coordinator

Description

Who We Are:

HPI is a full-service commercial real estate firm serving Austin, San Antonio, Dallas, Fort Worth, and Houston with over 30 years of experience developing, managing, and investing in commercial real estate. This 360-degree perspective gives us the expertise to maximize investment value while navigating any real estate challenge. Backed by the best staff in the industry, our mission is to build trusting relationships with our clients through proven results, professional integrity, and exceptional service. 

Purpose / Summary of Position:

The Brokerage Coordinator supports the team's brokers in representing office building owners, keeping listings, marketing, tours, proposals, and ownership reporting. The role also provides direct support to the team's Partner on investment and capital markets activity, including loan compliance, due diligence, and closings. This proactive, detail-oriented professional works effectively from brief direction, anticipates needs, and closes the loop without reminders. Thriving in a fast-paced environment, the Brokerage Coordinator shifts easily between brokerage and investment work while keeping the big picture in view. The position reports to the Partner, who sets priorities when requests from across the team compete.

Essential Duties and Responsibilities:

Brokerage Support – Office Landlord Team

• Update the weekly meeting sheet and schedule meetings.
• Plan and coordinate team, client, and broker events, and maintain related contact and event lists.
• Coordinate travel arrangements when necessary.
• Prepare commission invoices, track commissions, and prepare broker split commission sheets.
• Proofread and track listing agreements and outside broker commission agreements and register procuring brokers.
• Maintain the deal tracking sheet for CoStar and ABJ submissions.
• Maintain lease and sale comps database.
• Prepare expense reports and track team expenses against budget.
• Manage notary requirements and DocuSign execution.
• Update lease expirations and economics within internal stacking.
• Draft landlord proposals and counters, track proposals, and prepare net effective rent comparisons for ownership review.
• Keep listings current on CoStar, LoopNet, Crexi, and the HPI website, including rates and space details.
• Produce flyers, brochures, floor plans, stacking plans, and email blasts in coordination with the marketing team.
• Prepare weekly or monthly leasing reports for ownership covering tours, proposals, pipeline, and market activity.  
• Coordinate property signage and building marketing materials.
• Manage company software licenses and subscriptions as required.
• Support operations when they are short-staffed or holding events outside the office.

Investment & Capital Markets Support

• In coordination with the Finance team, maintain the loan compliance calendar, including maturities, extension options, rate cap expirations, covenant tests, reserve draws, insurance renewals, and lender reporting deadlines.
• Coordinate due diligence and closings, including closing checklists and signature pages.
• Set up and maintain data rooms, and order and track third-party reports (appraisal, Phase I, property condition, survey, title, and zoning).
• Maintain entity and document files for each asset, including loan documents, guaranties, operating agreements, insurance, and estoppels.
• Support investor reporting, capital calls, and distributions as applicable.

Requirements

Knowledge, Skills, and Abilities:

• 5+ years of administrative or coordinator experience required; commercial real estate experience preferred.
• Proficiency in large language models (Claude, ChatGPT, etc.) and utilizing them to streamline workflows.
• Bachelor’s degree preferred.
• Ability to multitask and prioritize tasks.
• Detail-oriented.
• Ability to work independently and collaboratively.
• Possess excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite and third-party CRM, commercial real estate software, services, etc.
• Familiarity with CoStar, LoopNet, Affinity, Power BI, and DocuSign preferred.
• Professional discretion and ability to keep information confidential.
• Proactive and solution-oriented; anticipate needs before they arise.
• Strong organizational and time management skills.

Our values of passion, teamwork, and a Texas-sized competitive spirit are what make our team the best in the industry. We take pride in our homegrown culture that encourages opportunities for professional and personal growth. If you share these values and are looking to work for the leading commercial real estate firm in Texas, you have come to the right place. We invest in our employees and offer exceptional benefits like:

• Health, dental and vision insurance 
• 401k with a safe harbor company match 
• PTO and paid company holidays 
• Paid life insurance 
• Maternal/Paternal leave

HPI provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.