Commercial real estate brokerage seeking candidates for a Pipeline & Transaction Assistant position to support both transaction execution and pipeline management with precision and consistency for two high volume agents.
This role protects the integrity of our real estate transactions and ensures that leads and deal flow are handled in a structured, organized, and proactive manner. The ideal candidate is:
Methodical
Process-driven
Takes ownership of details without needing reminders
Accuracy and reliability are more important than speed.
Position is NOT a remote position.
Core Responsibilities Position shall include all of the following duties, but is not limited to the below.
Transaction Management & Document Oversight
Manage real estate transactions from executed listing contract through closing
Maintain strict version control of contracts and amendments
Ensure public-facing documents (Offering Memorandums, deal folders) are accurate and conflict-free
Track and proactively manage deadlines, contingencies, and signatures
Complete and verify detailed transaction checklists with zero omissions
Conduct final document reviews prior to distribution for signatures
Maintain organized digital file systems with consistent naming conventions
Follow up consistently with co-listing agents to ensure alignment and information flow
Filter inbound leads and schedule qualified prospects who have signed a confidentiality agreement with listing agents
Manage and update all leads within the CRM accurately and consistently
>Track pipeline movement and provide proactive updates to listing agents Ensure no qualified lead falls through the cracks
Marketing & Administrative Support
Assist with preparing the Marketing Intake Document with accuracy and completeness
Ensure all required listing materials are collected, organized, and updated
Provide structured updates on active listings and transactions
Assist with the development of Broker Opinion of Value and Offering Memorandum for prospective and active listings
What Success Looks Like in This Role
No incorrect contract versions sent for review or signature
No conflicting documents in shared/public folders
CRM is accurate and up to date at all times
Qualified leads are scheduled promptly and tracked properly
Checklists completed with 100% accuracy
Deadlines met without reminders
Listing agents trust your oversight completely
The Ideal Candidate You are someone who:
Naturally double-checks your work before sending it
Uses structured systems to stay organized
Takes full ownership when mistakes occur
Dislikes incomplete tasks or loose ends
Is calm, methodical, and process-driven
Is comfortable following up persistently and professionally
Responds promptly to requests and closes the loop
Maintains clean, well-organized digital systems
Understands that small errors in real estate can have large consequences
Required Qualifications
2+ years in real estate transaction coordination, contract administration, CRM management, or similar administrative role
Experience managing multiple deadlines and active files simultaneously
Experience working in a CRM system
Excellent written communication skills
High level of discretion and professionalism
Preferred Qualifications (But Not Required)
Experience working with Offering Memorandums
Familiarity with confidentiality agreements and lead qualification processes
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This role protects the integrity of our real estate transactions and ensures that leads and deal flow are handled in a structured, organized, and proactive manner. The ideal candidate is:
Methodical
Process-driven
Takes ownership of details without needing reminders
Accuracy and reliability are more important than speed.
Position is NOT a remote position.
Core Responsibilities Position shall include all of the following duties, but is not limited to the below.
Transaction Management & Document Oversight
Manage real estate transactions from executed listing contract through closing
Maintain strict version control of contracts and amendments
Ensure public-facing documents (Offering Memorandums, deal folders) are accurate and conflict-free
Track and proactively manage deadlines, contingencies, and signatures
Complete and verify detailed transaction checklists with zero omissions
Conduct final document reviews prior to distribution for signatures
Maintain organized digital file systems with consistent naming conventions
Follow up consistently with co-listing agents to ensure alignment and information flow
Filter inbound leads and schedule qualified prospects who have signed a confidentiality agreement with listing agents
Manage and update all leads within the CRM accurately and consistently
>Track pipeline movement and provide proactive updates to listing agents Ensure no qualified lead falls through the cracks
Marketing & Administrative Support
Assist with preparing the Marketing Intake Document with accuracy and completeness
Ensure all required listing materials are collected, organized, and updated
Provide structured updates on active listings and transactions
Assist with the development of Broker Opinion of Value and Offering Memorandum for prospective and active listings
What Success Looks Like in This Role
No incorrect contract versions sent for review or signature
No conflicting documents in shared/public folders
CRM is accurate and up to date at all times
Qualified leads are scheduled promptly and tracked properly
Checklists completed with 100% accuracy
Deadlines met without reminders
Listing agents trust your oversight completely
The Ideal Candidate You are someone who:
Naturally double-checks your work before sending it
Uses structured systems to stay organized
Takes full ownership when mistakes occur
Dislikes incomplete tasks or loose ends
Is calm, methodical, and process-driven
Is comfortable following up persistently and professionally
Responds promptly to requests and closes the loop
Maintains clean, well-organized digital systems
Understands that small errors in real estate can have large consequences
Required Qualifications
2+ years in real estate transaction coordination, contract administration, CRM management, or similar administrative role
Experience managing multiple deadlines and active files simultaneously
Experience working in a CRM system
Excellent written communication skills
High level of discretion and professionalism
Preferred Qualifications (But Not Required)
Experience working with Offering Memorandums
Familiarity with confidentiality agreements and lead qualification processes
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