Job Description
Transaction Coordinator & Administrative Assistant
BASIC FUNCTION: Real Estate Transaction Coordinator & Administrative Assistant plays a critical role in ensuring smooth and efficient operations within a commercial real estate team. This position combines administrative support with transaction management to facilitate the purchase, sale, leasing, and management of commercial properties. The individual in this role will collaborate with brokers, clients, legal teams, and other stakeholders to coordinate activities, handle paperwork, and maintain schedules. They must have strong organizational, communication, and multitasking skills, as well as a deep understanding of the commercial real estate process.
JOB TYPE: Full-time
HOURS: Monday thru Friday, hours 8 to 5. Schedule subject to change. Additional hours may be requested on an as needed basis.
REPORTS TO: Administrative Manager
RESPONSIBILITIES
Transaction Coordination
Manage timelines and documentation for commercial property transactions (sales, leases, acquisitions).
Prepare and process contracts, agreements, and closing documents.
Ensure all transaction documents comply with legal and industry standards.
Coordinate inspections, appraisals, title reviews, and other due diligence activities.
Monitor transaction progress and communicate updates to brokers, clients, and other involved parties.
Client Communication & Support
Serve as a primary point of contact for clients, providing status updates and addressing inquiries.
Assist with scheduling meetings, site visits, and property tours.
Assist with the management of marketing materials.
Administrative Support
Maintain transaction files, records, and databases, ensuring accuracy and organization.
Assist with calendar management, travel arrangements, and meeting coordination for brokers and executives.
Prepare reports, presentations, and other materials as needed.
Handle general office duties, such as answering calls and managing correspondence.
Coordinate and schedule Zoom/Teams meetings for internal/external brokers, clients, and staff, ensuring availability across time zones.
Manage and send calendar invitations with accurate meeting details including meeting links, agenda, and relevant attachments.
Monitor meeting response and follow up with participants to confirm attendance.
Contract & Document Management
Draft, review, and revise commercial real estate contracts.
Ensure compliance with all local, state and federal regulations, as well as company policies.
Coordinate document signing and delivery to relevant parties.
Market Research & Analysis
Assist in conducting market research and preparing comparative market analyses (CMAs).
Track property listings, sales data, and market trends.
Provide support with pricing analysis and prospecting efforts.
Assist with the processing of escrow, earnest money deposits, and transaction-related payments.
Work with accounting to track commissions and billings.
Prepare financial reports and updates as required by brokers.
COORDINATION
This position requires coordination and engagement with brokers, owners, and other staff members.
KNOWLEDGE, SKILLS, AND ABILITIES
People person – friendly, outgoing, curious, caring.
Strong understanding of commercial real estate transactions and industry-specific software (e.g., Crexi, CoStar, LoopNet).
Great listening skills and attention to detail.
Creative problem solving.
Professional attire and demeanor.
Strong written and verbal communication skills.
Ability to manage multiple tasks simultaneously.
QUALIFICATIONS
Team player who demonstrates respect for colleagues, clients, and the company’s principles and values.
Commercial Real Estate experience a plus, but not required.
Able to lift and move 30 pounds.
Valid Driver License with clean driving record. Must be eligible for coverage under Company auto policy.
Seniority Level
Entry level
Employment Type
Full-time
Job Function
Sales and Management
#J-18808-Ljbffr Pearson Realty
Job Tags
Full time, Contract work, Work at office, Local area, Monday to Friday,