Commercial Real Estate Operations Admin
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Job Description
Remote Operations Admin supporting a Southern California commercial real estate advisory group. Managing CRM pipelines, property research, marketing, and transactions from listing through closing.
Responsibilities:
- Maintain RealNex and/or KW Command CRM data, contact tagging, deal stages, follow-ups, activity logs, pipeline reports, list hygiene, segmentation, and data integrity
- Conduct commercial property searches using CoStar, Crexi, Moody’s Catylist, Brevitas, Reonomy, and CRMLS
- Compile market surveys, lease comps, and sale comps; assist with Broker Opinion of Value preparation
- Gather property-level data and due diligence materials to support valuation analysis
- Coordinate property marketing campaigns, email blasts, listing syndication, offering memorandums, flyers, presentations, social media content, scheduling, and marketing calendars
- Coordinate commercial real estate transactions from listing through closing with escrow, title, lenders, attorneys, and other third parties
- Track contingencies and critical dates; ensure documents are complete, compliant, organized, and delivered on time
- Maintain digital transaction files and organize Google Drive systems, naming conventions, and SOPs
- Manage calendars, meetings, agendas, and follow-ups
- Coordinate vendors and support internal systems including Slack, Notion or Asana, LastPass, NordVPN, and RealVNC
- Monitor recurring operational processes and proactively resolve issues before they affect timelines
- Serve as the operational backbone for a commercial broker, protecting production time and enabling focus on revenue-generating activities
Requirements:
- 3+ years of administrative/operations experience with proven commercial real estate experience
- Proficiency with CoStar and Crexi plus at least two of Moody’s Catylist, Brevitas, Reonomy, and CRMLS
- Proven CRM management experience in RealNex and/or KW Command, including pipeline reporting
- End-to-end commercial real estate transaction coordination experience involving escrow, title, lenders, and attorneys
- Exceptional written English
- Strong attention to detail and ability to manage multiple active projects independently
- Proficiency or working knowledge of Canva, Gamma, Google Workspace, Slack, Notion or Asana, email marketing platforms, AI workflow tools, LastPass, NordVPN, and RealVNC
- Deadline management, SOP creation and maintenance, digital file organization, vendor coordination, data accuracy, BOV support, comps, and market surveys
- Computer with at least 8GB RAM and Intel i5/AMD Ryzen 5 processor or higher
- Internet speed of at least 40MBPS
- Headset with extended noise-canceling microphone and webcam
- Backup computer and internet connection
- Quiet, dedicated workspace at home
- Reliable internet connection
- Availability for 40 hours per week, Monday–Friday, 9:00 am–5:00 pm Pacific Time
- Must provide own computer with Intel Core i5 or similar or higher
Benefits:
- No benefits package included
- Remote work
- Flexible home-based work setup
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