Senior Administrative Assistant (Commercial Brokerage Coordination)

At Colliers, our people are passionate, take ownership, and always do what’s right for our clients, people, and communities. This onsite role based in Woodbridge, NJ offers opportunities to learn about our business and gain experience to accelerate your career in a nimble, decentralized culture.

About You

We are looking for a highly organized and client-focused professional who thrives in a fast-paced commercial real estate environment. You excel at managing multiple priorities, coordinating transactions, and supporting marketing and business development initiatives with strong attention to detail and exceptional communication skills. You are proactive, committed to service excellence, and enjoy being a trusted partner to clients, brokerage professionals, and internal stakeholders.

Responsibilities

• Coordinate multiple brokerage projects, transactions, and priorities while managing deadlines and key deliverables.
• Support transaction administration and due diligence processes, including deal tracking, documentation, commission agreements, invoicing, and transaction reporting.
• Execute marketing initiatives, including e-blasts, property marketing materials, presentations, proposals, and investor database management.
• Maintain property listing platforms and brokerage technology tools, including CoStar, LoopNet, Crexi, Colliers.com, DocuSign, RCM, and other business systems.
• Manage confidentiality agreements, transaction documentation, brokerage pipelines, and critical date tracking to ensure accuracy and compliance.
• Conduct market research, compile reports, and support business development efforts through market intelligence and competitive analysis.
• Coordinate property marketing activities, including photography, videography, signage, and vendor management.
• Process team expenses, coordinate travel arrangements, and provide overall administrative support to brokerage professionals.
• Plan and execute client events, meetings, and engagement activities, managing logistics, vendors, and communications.
• Serve as a key liaison between clients, attorneys, vendors, and internal teams to ensure seamless transaction execution and client service.
• Support receivership assignments through research, reporting, lease tracking, court-related documentation, notarizations, and market data analysis.

Requirements

• 3+ years of relevant experience.
• Bachelor’s degree preferably in Real Estate, Business, Marketing, or similar field.
• Willing to obtain Notary Status in NJ within the first 3 months.
• Ability to work under pressure, handle multiple deadlines, and manage stressful situations with minimal direction/supervision.
• Excellent communication skills, including follow-through and follow-up, with a strong ability to meet commitments and deadlines.

Pay

Annual hourly range: $33.65/hr - $36.06/hr.

Benefits

• Employer-subsidized medical benefits (including RX), dental, and vision options.
• Employer-paid basic life/AD&D insurance and short-term/long-term disability.
• 401k plan with employer match.
• 10 days of sick leave and a minimum of 15 days vacation annually (certain senior-level roles eligible for unlimited time off).
• 10 paid holidays plus two personal flex days per calendar year.
• 12 weeks of paid parental leave for birth parents and 4 weeks for non-birth parents (including adoptive/foster parents) after 90 days of employment.
• Annual bonus eligibility based on company and individual performance.

Applicants must be currently authorized to work in the United States on a full-time basis; the employer will not sponsor work visas.