What are the responsibilities and job description for the Transaction Coordinator & Administrative Assistant position at Pearson Realty?
BASIC FUNCTION: Real Estate Transaction Coordinator & Administrative Assistant plays a critical role in ensuring smooth and efficient operations within a commercial real estate team. This position combines administrative support with transaction management to facilitate the purchase, sale, leasing, and management of commercial properties. The individual in this role will collaborate with brokers, clients, legal teams, and other stakeholders to coordinate activities, handle paperwork, and maintain schedules. They must have strong organizational, communication, and multitasking skills, as well as a deep understanding of the commercial real estate process.
JOB TYPE: Full-time
HOURS: Monday thru Friday, hours 8 to 5. Schedule subject to change. Additional hours may be requested on an as needed basis.
REPORTS TO: Administrative Manager
PRIMARY DUTIES: The Commercial Real Estate Transaction Coordinator & Administrative Assistant supports the efficient completion of real estate transactions and provides key administrative services. The role is responsible for coordinator all aspects of real estate transactions, from contract initiation to closing, ensuring that all documents are accurate, deadlines are met and communication between all parties is smooth. Additionally, the assistant handles various administrative tasks to support the brokerage team, such as managing schedules, preparing reports, and maintaining records.
1. Transaction Coordination:
a. Manage timelines and documentation for commercial property transactions (sales, leases, acquisitions).
b. Prepare and process contracts, agreements, and closing documents.
c. Ensure all transaction documents comply with legal and industry standards.
d. Coordinate inspections, appraisals, title reviews, and other due diligence activities.
e. Monitor transaction progress and communicate updates to brokers, clients, and other involved parties.
2. Client Communication & Support:
a. Serve as a primary point of contact for clients, providing status updates and addressing inquiries.
b. Assist with scheduling meetings, site visits, and property tours.
c. Assist with the management of marketing materials.
d. Facilitate communication between brokers, clients, staff, etc.
3. Administrative Support:
a. Maintain transaction files, records, and databases, ensuring accuracy and organization.
b. Assist with calendar management, travel arrangements, and meeting coordination for brokers and executives.
c. Prepare reports, presentations, and other materials as needed.
d. Handle general office duties, such as answering calls and managing correspondence.
e. Coordinate and schedule Zoom/Team meetings for internal/external brokers, clients, and staff, ensuring availability across time zones.
f. Manage and send calendar invitations with accurate meeting details including meeting links, agenda, and relevant attachments.
g. Monitor meeting response and follow up with participants as need to confirm attendance.
4. Contract & Document Management:
a. Draft, review, and revise commercial real estate contracts.
b. Ensure compliance with all local, state and federal regulations, as well as company policies.
c. Coordinate document signing and delivery to relevant parties.
5. Market Research & Analysis:
a. Assist in conducting market research and preparing comparative market analyses (CMAs).
b. Track property listings, sales data, and market trends.
c. Provide support with pricing analysis, and prospecting efforts.
6. Financial Coordination:
a. Assist with the processing of escrow, earnest money deposits, and transaction-related payments.
b. Work with accounting to track commissions and billings.
c. Prepare financial reports and updates as required by brokers.
COORDINATION: This position requires coordination and engagement with brokers, owners, and other staff members.
KNOWLEDGE, SKILLS, AND ABILITIES:
1. Must be a “people person” – friendly, outgoing, curious, caring.
2. Strong understanding of commercial real estate transactions and industry-specific software (e.g., Crexi, CoStar, LoopNet, etc.).
3. Have great listening skills and be detail oriented.
4. Excellent phone communication.
5. Tackle problems as they arise with creative solutions.
6. Professional dresser and demeanor.
7. Great multi-tasker.
8. Excellent time management skills.
9. Attention to detail and ability to manage multiple tasks simultaneously.
10. Strong written and verbal communication skills.
QUALIFICATIONS:
· Team player who demonstrates respect for colleagues, clients, and the company’s principles and values.
· Real Estate license or Certified Transaction Coordinator preferred.
· Commercial Real Estate experience a plus, but not required.
· Able to lift and move 30 pounds.
· Valid Driver License with clean driving record. Must be eligible for coverage under Company auto policy.