Schedule: Monday to Friday, 8:00 AM to 6:00 PM PST
Language: English Only (C1, C2)
Work Type: Full-time
Work Modality: Remote
About the Role
Every day, we help business owners buy, sell, and lease the spaces where their dreams take shape the storefront a family pours their savings into, the warehouse that lets a small company finally grow, the office where a team builds something they're proud of. Commercial real estate isn't really about buildings. It's about people, and the moments that change the course of their lives. We get to be part of that, and it's a pretty great way to spend a day.
We're a busy commercial real estate practice working with buyers, sellers, and tenants across active listings and representation assignments. Behind every smooth deal is great organization — and that's where you come in.
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
Required Experience & Qualifications
- 3+ years of administrative or operations experience (commercial real estate industry experience is a must) - Candidates must have previous experience in Commercial Real Estate. Experience in Residential Real Estate, Property Management, Mortgage, Title, or other Real Estate sectors will not be considered.
- Experience supporting a commercial real estate agent in the US - this is a must.
- Advanced AI skills — proficient at using AI tools to improve research, workflow, and productivity
- 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
- High attention to detail
- Ability to manage multiple active projects simultaneously
- Comfortable working independently with minimal supervision
Preferred Skills
- Familiarity with transaction coordination processes
- Experience preparing BOVs, offering memorandums, or marketing materials
Who You Are
- 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
- Crexi, Moody's Catylist, CoStar / LoopNet, Brevitas, RealNex, AIR CRE forms, Terrakotta, BatchGeo, Zoom, and Slack.
