Job Title: Commercial Real Estate Administrative Coordinator

 

About the Company:

Our Client is a commercial real estate brokerage specializing in investment sales and leasing. The firm manages multiple active listings, buyers, and tenant representation assignments, emphasizing efficient operational systems.

 

Job Description:

Our Client is seeking a Commercial Real Estate Administrative Coordinator to support a high-producing broker. This operationally focused role ensures that transactions, marketing efforts, research, and client communications progress smoothly. The Coordinator will manage documentation and workflows, enhancing efficiency and maintaining structure across all transactions and listings. The ideal candidate is organized, detail-oriented, and comfortable working independently after training.

 

Responsibilities:

• Coordinate transactions from listing through closing

• Manage timelines, contingency tracking, and compliance documentation

• Prepare and organize LOIs, PSAs, lease documents, and related materials

• Interface with escrow, title, lenders, attorneys, and third parties

• Maintain accurate and complete digital transaction files

• Maintain and update CRM systems including RealNex and KW Command

• Ensure contact database integrity and proper tagging

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

• Support pipeline reporting and activity tracking

• Conduct property searches for buyer and tenant clients

• Pull data from commercial real estate platforms

• Assist with Broker Opinion of Value (BOV) preparation

• Compile market surveys, lease comparables, and sales comparables

• Coordinate property marketing campaigns

• Prepare and manage email campaigns

• Support social media content creation and scheduling

• Assist with offering memorandums, flyers, and presentations

• Maintain listing accuracy across online platforms

• 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 operational systems and workflow tools

 

Required Experience and Qualifications:

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

• Strong experience managing CRM systems

• Proficiency with commercial real estate data and listing platforms

• Advanced organizational and time management skills

• Strong written communication skills

• High attention to detail

• Ability to manage multiple active projects simultaneously

• Comfortable working independently with minimal supervision

 

Preferred Skills:

• Experience supporting a commercial real estate broker

• Familiarity with transaction coordination processes

• Experience preparing BOVs, offering memorandums, or marketing materials

• Experience using AI tools to improve workflow and productivity

 

Personality:

• Highly organized and structured

• Detail-oriented and process-driven

• Proactive and accountable

• Calm under pressure in fast-paced environments

• Strong sense of ownership and follow-through

 

Software & Tools:

• RealNex

• KW Command

• CoStar

• Crexi

• Moody’s Catylist

• Brevitas

• Reonomy

• CRMLS

• Canva

• Google Workspace

• Slack

• Notion or Asana

• Email marketing platforms

• AI tools for workflow and productivity

 

English Level:

C1, C2, Native

 

Schedule:

9 - 5 EST

 

Salary and Benefits:

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