Commercial Real Estate Transaction Coordinator

Job Title: Commercial Real Estate Transaction Coordinator, Marketing/Broker Assistant

Location: Onsite preferred Laredo/Rio Grande Valley/San Antonio, Texas with remote position viable.

About Us: We’ve been in the corporate commercial real estate brokerage business for 25 years with extensive experience in industrial real estate. Our principal broker/owner is looking for a highly organized, detail-oriented Commercial Real Estate Transaction Coordinator/Marketing Assistant to support our principal and assist with transactions, lease abstractions, and overall administrative duties.

Key Responsibilities:

Transaction Management

• Maintain and manage an activity log for clients (buyers, sellers, landlords, tenants) to track the status of transactions and follow-up activities.
• Communicate directly on behalf of the broker with clients, including handling phone calls, emails, and inquiries regarding ongoing transactions.
• Handle critical date management and portfolio reports to ensure transactions are on track.
• Provide regular, concise updates to the principal on transaction progress and deadlines, ensuring smooth operation and no missed milestones.
• Manage the flow of key documentation and client communications.
• Maintain database of transaction activity.
• Ensure accuracy of all transaction reports.
• Present transaction activity to clients.
• Lead and/or facilitate client meetings.
• Collaborate with the marketing team to track and report marketing activities to clients, ensuring clear communication and transparency.

Administrative

• Coordinate field broker selection process.
• Assist with determining client needs and communicate project parameters.
• Prepare LOIs (Letters of Intent) and RFPs (Requests for Proposals) as needed.
• Conduct contract and lease abstractions to summarize critical details, including rent amounts, renewal options, escalation clauses, and tenant obligations.
• Maintain and manage databases with a focus on preparing detailed prospect reports.
• Generate invoices promptly and accurately to ensure timely billing.
• Familiarity with TREC/TAR documents and attorney-drafted contracts/leases is required for legal document preparation and review.

Prospect Reports

• Attend conference calls, documenting key takeaways and action items.
• Summarize meeting notes and send to broker, highlighting important points, reminders, and next steps.
• Regularly update and prepare the broker prospect report ahead of each meeting.
• Manage follow-up reminders to ensure the broker is well-prepared for upcoming calls.

Lead Management

• Screen and qualify incoming online and phone inquiries by guiding prospects through a structured set of questions to assess their needs and suitability.
• Provide the broker with concise summaries of each prospect, outlining key details and qualifications gathered during the initial inquiry.
• Maintain an up-to-date log of all prospects, tracking contact details, qualifications, and follow-up actions.
• Add qualified prospects to the appropriate email list for future communications and marketing outreach.

Listing Management

• Upload new listings to platforms such as LoopNet, CoStar, Buildout, and Crexi, ensuring accurate and timely posting.
• Update listing information online and in print as properties are leased or sold, maintaining up-to-date availability.
• Assist with signage orders to promote listed properties effectively.
• Maintain an updated log of properties on the List of Listings and Summary Reports for internal tracking and reporting.
• Coordinate the preparation of property flyers by collaborating with the graphic designer.

Qualifications:

• Preferred experience in commercial real estate, including contract abstractions and critical date management, with an established commercial real estate brokerage.
• Skilled in technology and a quick learner. Must be well-versed in Excel.
• Strong organizational and project management skills to handle multiple transactions and deadlines effectively.
• Excellent attention to detail, ensuring documents are correctly executed and milestones are met.
• Strong interpersonal and communication skills to coordinate between brokers, clients, landlords, and other parties involved in the transaction.
• Provide suggestions for process and technical improvements relating to the transaction process.
• Demonstrated leadership, self-management, and problem resolution skills.
• Ability to manage, review, and approve a large volume of transactions simultaneously.
• Proven record of providing exceptional internal and external customer service.
• Excellent interpersonal skills and ability to work in a team environment.
• Excellent oral and written communication skills.
• Ability to demonstrate initiative and reflect a sense of urgency by meeting or exceeding deadlines.
• Proficiency in all applicable software/hardware applications, including a strong knowledge of Microsoft Office (specifically Excel).

Key Requirements:

• Organized
• Excellent memory
• Meticulous to details
• Great common sense
• Ability to transition quickly from one project to another
• Bilingual – English/Spanish
• Dependable and punctual
• Extreme Computer Proficiency
• Microsoft Excel – highly proficient
• Microsoft Word – highly proficient
• Mac and PC experience
• Ability to quickly learn software programs
• Ability to Self-Start and Take Initiative
• Ability to be flexible and respond quickly to changes in systems/procedures
• When given an overall task, someone who is comfortable developing the steps/procedures to get there
• Ability to work through and present several renditions to arrive at a final procedure
• Feedback will be given in the development process so that a final product/procedure can be realized

Why Join Us:

• Work with a dynamic team, supporting an experienced broker/owner.
• Gain valuable insights into high-level commercial real estate transactions and lease administration.

Job Type: Full-time

Pay: $48,000.00 - $65,000.00 per year

Benefits:

• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Education:

• Bachelor's (Required)

Experience:

• Microsoft Excel: 5 years (Required)
• commercial real estate: 3 years (Preferred)

Work Location: Hybrid remote in McAllen, TX 78501

Salary : $48,000 - $65,000