Division Coordinator

The Division Coordinator (DC) supports the operations and business development efforts of the assigned division as well as supporting the overall administration and operation of the CAS business. Responsible for coordinating leadership operations for the division team, sales processes, preparing proposals and presentations, managing internal systems related to sales and pipeline tracking, and acting as a key liaison between sales, operations, and marketing teams. The DC will also support the CAS executive leadership team including the Head of CAS, COO, Head of Finance and Head of Business Development as required.

Key Responsibilities:

Executive / Administrative Support

• Support the East Division Director with administrative support and operations of the Division.
• Support the CAS Leadership team with administrative support including travel, expense reporting, event coordination, etc.
• Support the COO with operational needs and governance around various activities and initiatives to manage the CAS business.
• Attend meetings, take detailed notes, and ensure follow-ups and action items are tracked and completed promptly (to include All-CAS meetings, SLT meetings, ELT meetings, others as required).
• Management of core CAS resource materials (org charts, client lists, survey data, etc) and SharePoint site.

Coordination & Communication

• Schedule and coordinate meetings, site visits, and internal sales strategy sessions.
• Collaborate closely with marketing, finance, legal, and operations teams to support seamless sales execution.
• Act as point-of-contact for sales-related inquiries from internal stakeholders.
• Manage document version control and filing systems for sales documents.
• Support contract initiation and compliance documentation processes.
• Coordinate travel, events, or conferences as needed for sales and leadership teams.
• Maintain confidentiality while handling sensitive company and personal information for executives.

Proposal & Presentation Development

• Prepare, edit, and format customized client proposals, presentations, and responses to RFPs/RFIs.
• Coordinate with subject matter experts to gather and consolidate content for sales materials.
• Ensure brand consistency and alignment with Lincoln Property Company standards.

Sales Operations Support

• Track and manage sales pipeline activities in CRM (e.g., Salesforce).
• Maintain accurate records of pursuits, wins/losses, and renewal timelines.
• Provide sales reporting and insights to the leadership team.

Required Qualifications:

• Bachelor's degree in Business, Operations, Marketing, Communications, or related field (or equivalent experience).
• 2+ years of administrative, sales, or marketing support experience in a professional services or corporate environment.
• Mastery of Microsoft Office Suite (PowerPoint, Word, Excel); experience with CRM tools is a plus.
• Excellent communication, writing, and organizational skills.
• Ability to manage multiple priorities in a fast-paced environment with high attention to detail.

Preferred Qualifications:

• Experience with AI.
• Familiarity with commercial real estate industry or facilities management services.
• Experience supporting business development, RFPs, and client presentations.
• Strong project management or coordination skills.

Core Competencies:

• Customer Service Orientation
• Collaboration & Teamwork
• Attention to Detail
• Initiative & Proactivity
• Adaptability & Flexibility
• Confidentiality & ProfessionalismBottom of Form
• Desire to Learn and Grow

This position is 100% in-office. The role requires working in office during standard business hours. Remote work or telecommuting is not an option for this position.