About this role
About the Client The client is a Southern California–based commercial real estate advisory group led by a CCIM-designated principal, serving private investors and business owners across industrial, multifamily, land, retail, and office asset classes. The firm provides full-cycle brokerage services, including acquisitions, dispositions, leasing, NNN investments, 1031 exchanges (both forward and reverse), and SBA/owner-user advisory support. Known for its strong valuation expertise, strategic marketing approach, and hands-on transaction management, the organization is committed to delivering exceptional client service and achieving superior outcomes for its clients. Why does this role exist? This role exists to be the operational backbone for a high-producing commercial broker, protecting production time and ensuring that listings, buyers, and tenants move forward with precision. The Operations Admin drives execution across CRM, research, marketing, and transaction workflows—maintaining organization, data integrity, and on-time deliverables. Once trained, this position operates independently with high accountability, enabling the broker to focus on revenue-generating activities. CRM and Pipeline Operations Maintain RealNex and/or KW Command with accurate contact tagging, deal stages, follow-ups, and activity logs Produce pipeline and activity reports; enforce task and deadline adherence Build and maintain list hygiene, segmentation, and data integrity across the database Research and Property Support Conduct property searches for buyers and tenants using CoStar, Crexi, Moody’s Catylist, Brevitas, Reonomy, and CRMLS Compile market surveys, lease comps, and sale comps; assist with Broker Opinion of Value (BOV) preparation Gather property-level data, due diligence materials, and support valuation analysis Marketing and Communications Coordinate property marketing campaigns, email blasts, and listing syndication; maintain listing accuracy across platforms Create and update offering memorandums, flyers, and presentations using Canva (and Gamma as needed) Support social media content creation and scheduling; maintain brand consistency and marketing calendars Transaction Coordination Coordinate transactions from listing through closing; interface with escrow, title, lenders, attorneys, and other third parties Track contingencies and critical dates; ensure all documents are complete, compliant, and organized Maintain digital transaction files and ensure all parties have what they need on time Administrative and Operational Excellence Manage calendars, schedule meetings, and prepare agendas and follow-ups Organize Google Drive file systems; standardize naming conventions and SOPs Coordinate third-party vendors and service providers; support internal systems (Slack, Notion or Asana, LastPass, NordVPN, RealVNC) Monitor recurring operational processes and proactively resolve issues before they impact timelines