Commercial Real Estate Operations Admin

This is a fully remote position, open to applicants in California.

📋 Description

• Manage data in RealNex and/or KW Command CRM, including contact tagging, deal stages, follow-ups, activity logs, pipeline reports, list hygiene, segmentation, and maintaining data integrity.

• Perform searches for commercial properties utilizing CoStar, Crexi, Moody’s Catylist, Brevitas, Reonomy, and CRMLS.

• Prepare market surveys, lease comparables, and sale comparables; assist in the preparation of Broker Opinions of Value.

• Collect property-level data and due diligence materials to aid in valuation analysis.

• Organize property marketing initiatives, including email campaigns, listing syndication, offering memorandums, flyers, presentations, social media content, scheduling, and marketing calendars.

• Oversee commercial real estate transactions from listing through to closing, coordinating with escrow, title, lenders, attorneys, and other third parties.

• Monitor contingencies and critical dates; ensure all documents are complete, compliant, organized, and delivered promptly.

• Maintain digital transaction files and systematize Google Drive management, naming conventions, and standard operating procedures (SOPs).

• Manage calendars, meetings, agendas, and follow-up tasks.

• Coordinate with vendors and support internal systems, including Slack, Notion or Asana, LastPass, NordVPN, and RealVNC.

• Supervise recurring operational processes and proactively address issues before they impact timelines.

• Act as the operational backbone for a commercial broker, safeguarding production time and allowing focus on revenue-generating tasks.

⛳️ Requirements

• Minimum of 3 years in administrative or operations roles with proven experience in commercial real estate.

• Expertise in CoStar and Crexi, along with proficiency in at least two of the following: Moody’s Catylist, Brevitas, Reonomy, and CRMLS.

• Demonstrated experience in CRM management with RealNex and/or KW Command, including pipeline reporting capabilities.

• Comprehensive experience in coordinating end-to-end commercial real estate transactions involving escrow, title, lenders, and attorneys.

• Excellent written communication skills in English.

• Strong attention to detail with the capacity to manage multiple active projects independently.

• Proficiency or working knowledge of tools such as Canva, Gamma, Google Workspace, Slack, Notion or Asana, email marketing platforms, AI workflow tools, LastPass, NordVPN, and RealVNC.

• Skills in deadline management, SOP creation and maintenance, digital file organization, vendor coordination, data accuracy, BOV support, comparables, and market surveys.

• A computer with a minimum of 8GB RAM and an Intel i5/AMD Ryzen 5 processor or higher.

• Internet speed of at least 40MBPS.

• A headset with an extended noise-canceling microphone and a webcam.

• A backup computer and internet connection.

• A quiet, dedicated workspace at home.

• A reliable internet connection.

• Availability for 40 hours per week, Monday–Friday, from 9:00 am to 5:00 pm Pacific Time.

• Must provide your own computer with an Intel Core i5 or a similar or higher specification.

🏝️ Benefits

• No benefits package provided.

• Opportunity for remote work.

• Flexible home-based work environment.