Process Lead Regional Administrative Support

Newmark (NMRK) is one of the world's leading commercial real estate advisory firms. We provide a fully integrated platform of services to prominent multinational corporations and institutional investors across the globe, as well as to occupiers, owners and developers of real estate on a local, regional and national level.

Job Description:

We are seeking a Process Lead – Regional Administrative Support with 4-5 years of commercial real estate experience to lead a team of Regional Administrative Assistants supporting brokers and managers across the Capital Markets group. The role requires strong ownership, attention to detail, and a service-oriented mindset to ensure high-quality administrative support and operational excellence, while also driving process improvement, standardization, and mentorship across the team.

Essential Job Duties:

• Lead, mentor, and guide a team of Regional Administrative Assistants; conduct onboarding and training for new team members.
• Develop training materials and resources to facilitate the transition of responsibilities from onshore to offshore teams.
• Design and implement dashboards to track progress and ensure effective management of offshore administrative tasks.
• Oversee the team's delivery of general administrative support to brokers and managers, including expense report creation, agreement drafting, invoice processing in Coupa, and creation of templated marketing materials and tour books.
• Documentation: Establish and maintain digital and physical filing systems, ensuring accurate organization and easy retrieval of essential documents; assist in preparing reports, presentations, and other necessary documentation.
• Data Entry Oversight: Ensure accuracy and attention to detail across data entered and maintained in various systems and platforms, including Oracle iExpense and the Newmark Revenue Management System.
• Research: Oversee online research conducted to gather pertinent information, data, or resources as requested by team members and the onshore team; ensure findings are summarized effectively and presented in a clear and concise manner.
• Collaborate closely with Business Operations Managers (BOMs) and Brokers to cultivate and pursue new relationships while delivering exceptional service to the onshore team.
• Standardize workflows, monitor compliance, and ensure adherence to SLAs.
• Handle additional tasks, duties, or projects as assigned from time to time, ensuring flexibility and adaptability in meeting stakeholder requirements.

Provide Leadership and Support:

• Offer guidance, training, and mentorship to members of the administrative support team, both onshore and offshore.
• Cultivate a collaborative and supportive team environment, fostering teamwork and professional growth.
• Monitor team performance and productivity, implementing strategies to streamline workflow and achieve departmental objectives.
• Act as a primary point of contact for escalated issues, providing timely resolutions and support.
• Represent the team in meetings and collaborate with other departments as needed to facilitate seamless communication and collaboration.
• By effectively managing the transition of responsibilities, providing comprehensive training and support, and fostering a collaborative team environment, we will ensure the continued success and growth of our administrative support team.

Skills, Education and Experience:

• Bachelor's degree; preferably in related subjects such as Economics, Finance, Mathematics, or Business Law. Master's degree a plus.
• 4-5 years of relevant commercial real estate experience, with prior experience mentoring or leading a team preferred.
• Proficient in Microsoft Office 365 suite of applications, including Excel, Word, SharePoint, Outlook, and Teams.
• Working knowledge of AI tools (e.g., Microsoft Copilot, Claude, ChatGPT) to support research, documentation, and process efficiency, as required.
• Experience with computerized accounting/expense systems (e.g., Coupa, Oracle iExpense) a plus.
• Strong analytical, written, and verbal communication skills.
• Strong organizational and multi-tasking skills; ability to prioritize and manage multiple projects on schedule.
• Ability to problem-solve and exercise independent judgement while displaying a high degree of initiative and accuracy.
• Customer service focused, with a collaborative, team-oriented mindset and the ability to motivate and lead others.
• Strong work ethic and pro-active team player able to work effectively under sometimes stressful conditions.

All data collected will be treated strictly confidential and used for recruitment purpose only. We regret that only shortlisted candidates will be contacted.