Job Title:Commercial Real Estate Coordinator
Location: Remote
Start Date: Immediate
Job Type: Full Time (40 hours per week)
Job Summary
We are seeking a highly organised
Commercial Real Estate Coordinator to provide end-to-end administrative, CRM, listing, documentation, and marketing support for an Australian commercial real estate business. The role requires strong experience with Rex CRM, commercial property listings, transaction documentation, and stakeholder coordination, ensuring smooth operations across sales and leasing activities.
Key Responsibilities
CRM Management (Rex)
- Maintain daily CRM hygiene, including contact management, deduplication, tagging, and data enrichment.
- Create and maintain accurate property listings within Rex.
- Update pipeline stages, workflows, reminders, and follow-up tasks.
- Manage vendor, buyer, and tenant databases for targeted communications and campaigns.
- Generate weekly reports on listings, pipeline activity, and agent performance metrics.
Commercial Listing Administration
- Coordinate the onboarding of new property listings.
- Collect and organise vendor information, title searches, floor plans, photography, and supporting documentation.
- Draft, proofread, and publish listing content across multiple commercial property platforms.
- Maintain listing accuracy, including price updates, status changes, and campaign modifications.
- Coordinate inspections, signage requests, and campaign timelines.
Document Preparation & Formatting
- Prepare and format agency agreements, proposals, information memorandums (IMs), leasing schedules, and reports.
- Ensure all client-facing documents align with agency branding standards.
- Maintain document version control and prepare professional handover packs for stakeholders.
- Review documentation for accuracy, consistency, and completeness.
Form 1 & Transaction Documentation Support
- Prepare Form 1 Vendor Statements and supporting documentation.
- Assemble contract packs and disclosure documents for solicitors and conveyancers.
- Conduct quality assurance checks on all outgoing transaction documents.
- Liaise with solicitors, councils, and search providers to obtain outstanding information and documentation.
- Support transaction progression through effective administrative coordination.
Marketing & Design Support
- Create and update brochures, EDMs, window cards, social media assets, and marketing collateral.
- Perform light graphic design work using Canva and/or Adobe Creative Suite.
- Draft marketing copy for new listings, campaign updates, and sold/leased announcements.
- Coordinate with external suppliers including photographers, printers, and copywriters.
Qualifications
Required Experience & Skills
- Demonstrable experience supporting a commercial real estate business in Australia.
- Hands-on experience using Rex CRM, including listing management, contact database maintenance, pipeline tracking, workflow management, and reporting.
- Proven ability to manage commercial property listings from onboarding through to sale or lease completion.
- Strong command of written and spoken English, with exceptional attention to detail in document preparation and formatting.
- Experience preparing forms, agreements, disclosure documents, and contract packs to a solicitor-ready standard.
- Highly proficient in Microsoft Office Suite, Google Workspace, and general administrative systems.
- Ability to work independently in a remote environment while maintaining high levels of accuracy and responsiveness.
- Reliable home office setup, including stable internet connectivity and a professional working environment.
- Availability to work Australian business hours (AEST / ACST).
Strongly Preferred
- Direct experience supporting the South Australian commercial real estate market.
- Practical experience preparing Form 1 Vendor's Statements under Section 7 of the Land and Business (Sale and Conveyancing) Act 1994.
- Marketing and design capabilities using Canva, Adobe Creative Suite, and EDM platforms.
- Experience publishing and managing listings on commercialrealestate.com.au, realcommercial.com.au, and other commercial property portals.
- Understanding of Australian commercial sales, leasing, and property transaction processes.
Personal Attributes
- Highly organised, detail-oriented, and capable of managing multiple priorities simultaneously.
- Calm under pressure and able to maintain accuracy during high-volume periods.
- Proactive communicator who identifies potential risks, issues, or bottlenecks before they impact operations.
- Professional, discreet, and trustworthy when handling sensitive client, vendor, and contractual information.
- Solutions-focused with a strong sense of ownership and accountability.
- Team-oriented and committed to supporting agents, principals, and stakeholders effectively.
- Availability to work Australian business hours
Application Process
To apply, please submit the following to
[Confidential Information] and use the email subject
Applicant: Commercial Real Estate Coordinator
- Updated resume
- Cover letter
- 1-minute Introduction Video
- Photo of work set up at home
- Screenshot of PC specs and speedtest from speedtest.net
*Note: incomplete applications will not be considered
Pre-hiring Requirements: (Not mandatory at this stage, but great to have ready)
To Help Us Move Quickly Through The Hiring Process, It Would Be Beneficial If You Already Have The Following Available Or Prepared
- 3 Character references (should be your current / previous lead or manager)
- Valid copy of NBI Clearance (for Filipino candidates)
- Valid copy of Police Clearance Certificate (for non-Filipino candidates)
