Executive Assistant / Transaction Coordinator - Woodbury

Job Description: Executive Assistant/Transaction Coordinator

Department: Retailing Leasing Brokerage

Reports To: Vice President

Location: Woodbury, Long Island

Company Overview

RIPCO Real Estate is a leading commercial real estate brokerage firm, recognized for its reputation of excellence since 1991. With over 150 experienced professionals across eight offices, we are singularly guided by our Street Smart, Market Wise ethos, delivering top-tier results through a client-first approach grounded in integrity, market insight, and expert deal-making. Founded with expertise in retail real estate, RIPCO has grown to include capabilities across industrial, office, multi-family, hospitality, and self-storage, representing leading tenants and property owners throughout the New York Tri-State area, Florida, and key national markets. Our diverse background spans retail leasing, investment sales, debt and structured financing, and property management, consistently driving value and long-term success for clients nationwide.

Job Purpose

RIPCO Real Estate is seeking a highly organized Transaction Coordinator/Executive Assistant to support a top-producing retail leasing team led by a Vice President. This role provides critical support to both the Vice President and Associate, maintaining deal flow, ensuring seamless transaction coordination, and implementing systems as the team scales.

We’re looking for someone exceptional – a highly capable, detail-oriented professional who values flexibility, autonomy, and collaboration within a high-performing team. This role is ideal for experienced individuals seeking meaningful part-time work.

Key Responsibilities

Transaction Management

• Prepare transaction-related documentation, including listing agreements, commission agreements, co-broke agreements, and referral agreements
• Provide administrative support throughout the transaction lifecycle, from LOI through execution
• Track receivables and assist with monitoring commission collections

CRM & Lead Management

• Implement and maintain CRM system for lead and client tracking
• Maintain accurate and up-to-date contact and property databases
• Route incoming inquiries to appropriate team members and assist with lead intake

Executive & Administrative Support

• Prepare status reports and meeting materials for landlord and tenant calls
• Manage calendars, scheduling, and appointments for the team
• Coordinate property tours and client meetings
• Organize and manage property marketing materials, including photos, site plans, surveys, and collateral
• Coordinate signage with in-house team

Skills, Qualifications, and Competencies

• Microsoft Office expertise required (Excel, Word, Outlook)
• CRM experience (Salesforce, HubSpot, or similar platforms) is a major plus
• Exceptionally organized with strong attention to detail
• 2–3 years in transaction coordination or executive assistant role
• Commercial real estate, residential real estate experience preferred
• Self-starter with ability to work independently and manage multiple priorities
• Clear written and verbal communication skills

Compensation

• Hourly Rate: $30 – $40 per hour (based on experience and skill level)
• Hours: 20-30 hours per week (part-time)
• Schedule: In-office