Position Summary

The Project Support Specialist provides administrative, project coordination, and marketing support to the Broker Services Department and works closely with and directly assists the Project Manager. This role supports departmental initiatives, agent-facing projects, internal events, marketing requests, and operational activities to ensure projects are completed accurately, on time, and in alignment with company goals. The ideal candidate is highly organized, detail-oriented, proactive, and thrives in a collaborative, fast-paced environment.

Key Responsibilities

Project & Administrative Support

• Assist the Project Manager with planning, coordinating, and tracking Broker Services projects and initiatives
• Support Broker Services leadership and team members with departmental projects, timelines, and deliverables
• Help manage project schedules, task lists, deadlines, and follow-ups under the direction of the Project Manager
• Prepare reports, spreadsheets, presentations, and project documentation as needed
• Maintain organized records, files, and project materials

Marketing & Communications Support

• Assist with marketing requests including agent flyers, e-blasts, newsletters, social media posts, and promotional materials
• Coordinate with the Communications/Marketing team to ensure branding and messaging alignment
• Assist with drafting, proofreading, and formatting communications for agents and internal teams
• Support LinkedIn and social media content scheduling and posting for Broker Services initiatives

Agent & Team Support

• Assist the Project Manager with agent outreach efforts, including event communications, promotional items, and follow-up materials
• Coordinate agent promotional items, gifts, and incentives, including tracking inventory, shipping, and documentation
• Support onboarding and training logistics for agents and internal team members

Event & Meeting Coordination

• Support the Project Manager in planning and executing department meetings, webinars, summits, and team events
• Assist with event logistics including invitations, agendas, materials, room setup, and post-event follow-ups
• Help manage timelines and task assignments for events to ensure smooth execution

Process & Operational Support

• Assist the Project Manager with maintaining internal processes, workflows, and documentation for Broker Services operations
• Help track tasks, deadlines, and follow-ups to support efficient project execution
• Provide general administrative support including scheduling, data entry, and cross-department coordination

Qualifications

• Bachelor's degree preferred, or equivalent work experience
• 1-3 years of experience in administrative, project coordination, or support roles
• Strong organizational skills with the ability to manage multiple priorities
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office (Word, Excel, PowerPoint); familiarity with CRM or project management tools preferred
• Ability to understand and create basic design projects using Canva or similar design programs
• Detail-oriented, dependable, and proactive with a strong sense of ownership

Preferred Skills & Attributes

• Experience supporting a Project Manager or leadership team
• Background in marketing, communications, or event coordination
• Comfortable working on visual materials such as flyers, presentations, and social media graphics
• Strong attention to detail and follow-through
• Comfortable working in a fast-paced, deadline-driven environment
• Professional, friendly, and service-oriented when working with agents and internal teams