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Job Title: Commercial Real Estate Support Specialist

About the Company:

Our client operates in the commercial real estate sector, providing support and services to brokers and property managers in the United States.

Job Description:

The Commercial Real Estate Administrative Coordinator serves as the right-hand support partner to a high-producing commercial real estate broker. This role is the operational backbone of the business—owning execution, maintaining organization, and ensuring transactions, marketing initiatives, and client communications move forward with precision and consistency. This is a hands-on, execution-focused position designed to improve efficiency and protect production time. The Coordinator manages documentation, systems, research, and recurring workflows that keep active listings, buyers, and tenants advancing toward closing. Once trained, this role operates with strong independence, attention to detail, and accountability. The ideal candidate thrives in a fast-paced environment, values structure, and takes pride in being the steady force that keeps complex commercial real estate transactions organized and progressing.

Responsibilities of the role:

Transaction Support:

● Coordinate transactions from listing through closing

● Manage timelines, contingency tracking, and compliance documentation

● Prepare and organize LOIs, PSAs, lease documents, and supporting materials

● Interface with escrow, title, lenders, attorneys, and other third parties

● Maintain digital transaction files with accuracy and completeness

CRM & Database Management:

● Maintain and update CRM systems including RealNex and KW Command

● Ensure contact database integrity and tagging accuracy

● Track prospects, active deals, and follow-up tasks

● Support pipeline reporting and activity tracking

Research & Property Support:

● Conduct property searches for buyer and tenant clients

● Pull data from CoStar, Crexi, Moody’s Catylist, Brevitas, Reonomy, CRMLS, and other CRE platforms

● Assist with Broker Opinion of Value (BOV) preparation

● Compile market surveys, lease comps, and sale comps

Marketing & Communications:

● Coordinate property marketing campaigns

● Prepare email blasts and manage email marketing systems

● Support social media content creation and scheduling

● Assist with offering memorandums, flyers, and presentations using Canva

● Maintain listing accuracy across all online platforms

Administrative & Operational Support:

● Manage calendar scheduling and meeting coordination

● Track deadlines and recurring operational processes

● Organize digital file systems in Google Drive

● Coordinate third-party vendors and service providers

● Support internal systems using tools such as Slack, Notion, Asana, LastPass, NordVPN, and RealVNC

Required Experience and Qualifications:

• 3+ years administrative or operations experience (commercial real estate preferred)

● Proficiency in CoStar, Crexi, Moody’s Catylist, Brevitas, RealNex, CRMLS

● Strong CRM management experience

● Advanced organizational and time management skills

● High attention to detail with strong written communication

● Ability to manage multiple active projects simultaneously

● Comfort working independently with minimal supervision

Performance Expectations:

● Maintain organized and compliant transaction files

● Ensure zero missed deadlines

● Keep CRM fully updated and actionable

● Support consistent marketing execution

● Protect broker production time through proactive execution

● Deliver accurate work with minimal revision required

Personality:

A candidate who is reliable and has a history of staying in positions long-term, contributing positively to their employer's success.

Software & Tools:

Experience with or ability to quickly learn:

● RealNex (CRM)

● KW Command

● CoStar

● Crexi

● Moody’s Catylist

● Brevitas

● Reonomy

● CRMLS

● Gamma

● Canva

● Google Workspace

● Slack

● Notion or Asana

● Email marketing platforms

● AI tools for commercial real estate workflow and productivity

Schedule:

• 8 AM to 5 PM, Monday through Friday, Pacific Standard Time.

Salary and Benefits:

• Payment in USD or Local Currency according to candidate's preference.

• Full-time remote opportunity.