Job description
Position Overview
We are seeking a detail-oriented Commercial Real Estate Coordinator to support our commercial real estate team in managing complex transactions from initial listing through closing. The ideal candidate will have hands-on experience in real estate coordination and a strong understanding of commercial property transactions. This role is critical to ensuring smooth deal flow and exceptional client service.
Key Responsibilities
Transaction Coordination & Management
- Coordinate all aspects of commercial real estate transactions including sales, leases, and investment properties
- Manage contract preparation, review, and execution for purchase agreements, lease agreements, and related documents
- Track and monitor critical deadlines including due diligence periods, financing contingencies, and closing dates
- Ensure compliance with all federal, state, and local regulations affecting commercial real estate transactions
- Coordinate with attorneys, lenders, inspectors, appraisers, and other third-party professionals
- Prepare and maintain transaction timelines and checklists to ensure nothing falls through the cracks
Client Communication & Scheduling
- Serve as primary point of contact for clients, prospects, and professional partners throughout transaction process
- Schedule and coordinate property showings, inspections, appraisals, and closing meetings
- Maintain regular communication with all parties to provide transaction updates and address concerns
- Prepare client presentations and marketing materials as needed
- Handle incoming calls and emails with professionalism and urgency
Document Management & Administration
- Prepare, review, and file all transaction-related documents including contracts, disclosures, financial statements, and closing documents
- Maintain organized digital and physical filing systems for all client and property records
- Ensure accuracy and completeness of all documentation prior to submission
- Assist in preparation of offering memorandums, property flyers, and marketing packages
- Coordinate document execution and collection of signatures from all parties
Database & Technology Management
- Maintain and update CRM systems with current client information, property details, and transaction status
- Input and manage commercial property listings in MLS and other commercial real estate databases
- Generate reports and analysis using real estate software and databases
- Ensure data accuracy across all platforms and systems
- Assist with technology troubleshooting and system updates
Market Research & Support
- Conduct market research and compile comparable sales and lease data
- Assist in property valuations and financial analysis
- Maintain knowledge of local market conditions, zoning regulations, and development trends
- Support due diligence efforts including document review and information gathering
Required Qualifications
Experience Requirements
- Minimum 2-3 years of real estate coordination experience required
- Proven experience with transaction coordination from contract to closing
- Experience managing multiple concurrent transactions and deadlines
- Background in commercial real estate preferred, but strong residential experience will be considered
- Demonstrated experience with document preparation and review
- Experience coordinating with multiple parties including agents, attorneys, lenders, and clients
Technical Skills
- Proficiency with CRM systems (Salesforce, HubSpot, or similar preferred)
- Experience with MLS systems and commercial real estate databases (LoopNet, CoStar preferred)
- Advanced Microsoft Office Suite skills (Word, Excel, PowerPoint, Outlook)
- Experience with document management systems and electronic signature platforms
- Familiarity with real estate transaction management software (Dotloop, DocuSign, etc.)
Core Competencies
- Strong written and verbal communication skills
- Exceptional attention to detail and accuracy
- Excellent organizational and time management abilities
- Ability to prioritize multiple tasks and meet tight deadlines
- Professional demeanor when interacting with high-level clients and partners
- Problem-solving skills and ability to work independently
- Strong customer service orientation
Preferred Qualifications
- Real Estate License (or willingness to obtain within 6 months)
- Bachelor’s degree in Business, Real Estate, or related field
- Experience with commercial lease negotiations and analysis
- Knowledge of zoning laws, environmental regulations, and commercial development processes
- Bilingual capabilities (Spanish preferred)
- Previous experience in a fast-paced, deadline-driven environment
