What are the responsibilities and job description for the Real Estate Assistant position at Commercial Realty Co?
Commercial Real Estate Executive Assistant / Project Manager / Paralegal
Location: Cincinnati / Northern Kentucky
Position Type: Full-Time
Reports To: Principal / Managing Director
Industry: Commercial Real Estate, Development, Property Management
Position Summary
We are seeking a highly organized, detail-oriented, and proactive Commercial Real Estate Executive Assistant who can also support asset management, project management, and paralegal-style administrative functions. This hybrid role is ideal for a driven professional who thrives in a fast-paced, entrepreneurial environment and wants deep exposure to all facets of commercial real estate—acquisitions, leasing, development, operations, and legal documentation.
This position will serve as the right hand to ownership and senior leadership, ensuring projects advance efficiently, assets perform optimally, and the executive team remains focused on high-level strategy.
Key Responsibilities1. Executive Support (30%)
- Manage executive calendars, emails, meeting prep, travel, and communication flow.
- Prioritize and organize tasks to keep ownership focused on high-value activities.
- Draft correspondence, presentations, and meeting summaries.
- Assist with research, data gathering, and preparation of reports for investment decisions.
- Coordinate with internal teams, brokers, lenders, consultants, and legal counsel.
2. Asset Management Support (30%)
- Help maintain asset-level dashboards, rent rolls, lease abstracts, and operating metrics.
- Review monthly financials, T-12s, and CAM/tax/insurance reconciliations.
- Track capital expenditure projects, property-level performance, and vendor contracts.
- Assist with budgeting, forecasting, and tracking NOI drivers.
- Coordinate property inspections, maintenance schedules, and tenant communications.
- Support leasing functions: LOI tracking, market comps, tenant onboarding, and amendments.
3. Project Management (25%)
- Manage timelines, checklists, and project workflows for acquisitions, renovations, build-outs, and development projects.
- Coordinate vendors, contractors, architects, and inspectors.
- Track deadlines, budgets, permits, and deliverables.
- Maintain project files, meeting notes, punch lists, and milestone reporting.
- Support RFP processes and evaluate vendor proposals.
4. Paralegal / Document Coordination (15%)
- Review, organize, and draft basic commercial real estate documents: LOIs, lease drafts, amendments, estoppels, SNDA coordination, purchase contracts, easements, and closing checklists.
- Coordinate with attorneys and title companies on closings, lien releases, and compliance items.
- Maintain corporate/entity documentation, operating agreements, and insurance certificates.
- Manage signature packets, notary coordination, and execution processes.
- Maintain a system for version control, legal document storage, and renewal reminders.
Qualifications
- 3–7 years of experience in commercial real estate, asset management, legal/paralegal, project management, or executive support.
- Strong understanding of commercial leases, tenant improvements, and property operations.
- Ability to read and interpret legal documents and financial reports.
- Excellent project management and organizational skills.
- Strong written and verbal communication skills.
- Proficiency in Microsoft 365, Google Workspace, project management platforms, and CRM tools.
- Notary or paralegal certification a plus.
- Ability to work independently and handle multiple priorities with tight deadlines.
- High degree of professionalism, confidentiality, and judgment.
Key Traits We’re Looking For
- Detail-obsessed and process-oriented
- Strong communicator and relationship builder
- High sense of urgency
- Comfortable wearing multiple hats
- Naturally curious with a desire to learn the “why” behind the business
- Entrepreneurial mindset and willingness to jump in wherever needed
Compensation & Benefits
- Competitive salary commensurate with experience
- Performance bonuses
- Health benefits
- Paid time off
- Professional development opportunities
- Potential for long-term growth within a rapidly expanding real estate portfolio
How to Apply
Submit your resume and a brief cover letter outlining relevant experience and why you’re interested in this hybrid role.
Job Type: Full-time
Pay: $50,000.00 - $75,000.00 per year
Benefits:
- Flexible schedule
- Health insurance
- Paid time off
Work Location: In person
Salary : $50,000 - $75,000