We're looking for a Commercial Real Estate Administrative Coordinator to be the steady hand behind a high-producing agent. You'll keep transactions, marketing, research, and client communication moving so nothing slips through the cracks — and so we can spend more time doing what matters: helping people find their next space. You'll bring order to the chaos, own your workflows, and genuinely make a difference in the lives of the business owners we serve. If you love being organized, take pride in details, and like working independently once you've found your groove, you'll fit right in.
Mandatory Requirements:
- 3+ years of experience in Commercial Real Estate supporting a Commercial Broker/Agent in the US.
- Experience coordinating commercial transactions, lease agreements, deadlines, and client communications.
- Experience with commercial property research, market analysis, buyers, sellers, and tenants.
- Strong experience with Commercial Real Estate CRMs (RealNex, Real IQ, Apto, ClientLook, or similar).
- Required CRM Experience: Strong experience working with Commercial Real Estate CRM platforms, eg. Real iQ (or similar systems). Candidates must be proficient in managing leads, contacts, properties, transactions, and workflows within Commercial Real Estate CRM environments.
- Proficiency with commercial real estate data and listing platforms
- Advanced organizational and time management skills
- Strong written communication skills
What You'll Do:
We're looking for a Commercial Real Estate Administrative Coordinator to be the steady hand behind a high-producing agent. You'll keep transactions, marketing, research, and client communication moving so nothing slips through the cracks — and so we can spend more time doing what matters: helping people find their next space. You'll bring order to the chaos, own your workflows, and genuinely make a difference in the lives of the business owners we serve. If you love being organized, take pride in details, and like working independently once you've found your groove, you'll fit right in.
Key Responsibilities
Transaction Coordination
- 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
CRM & Database Management
- 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
Research & Analysis
- 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
Marketing & Listings
- 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
Operations & Administration
- 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
