Transaction Administrator

Responsibilities

• Aid in preparing materials for new listings, including property investment highlights and write-ups
• Gather all components for an offering memorandum (OM) from different team members and provide to the marketing team for completion
• Add new listings to internal and third-party listing platforms and maintain accurate, up-to-date listing information throughout the marketing period
• Prepare and distribute regular marketing reports to sellers of active listings, summarizing listing activity, market exposure, and investor interest from information provided by brokers on the team
• Draft templated contract documents including representation agreements, letters of intent, and purchase and sale agreements
• Draft and proofread outgoing correspondence, including due diligence requests, Estoppel/SNDA/Right of First Refusal requests, and notifications to tenants of new ownership once a transaction has closed
• Coverage of property site visits, inspections, and scheduling with buyers, sellers, tenants, and third-party vendors
• Proactively follow up with escrow/title companies, attorneys, buyers, sellers, and broker teams to help ensure timely document completion
• Track deadlines and required actions for active listings and transactions under contract
• Maintain organized and complete transaction files from listing through close, in accordance with state DRE requirements
• Maintain a detailed email folder in Outlook for every transaction
• Assist with printing, binding, and distributing BOVs and OMs
• Provide general administrative support to agents and team members as needed
• Assist with local public relations activities, including press releases

Qualifications

• Bachelor’s degree and/or equivalent work experience in commercial or residential real estate
• Prior administrative, office, or customer-facing experience is a plus but not required
• Strong written and verbal communication skills, including excellent spelling, grammar, and punctuation
• Highly detail-oriented with the ability to manage multiple tasks and priorities simultaneously
• Professional demeanor and the ability to interact confidently with clients, colleagues, and external parties via email, phone, and in person
• Ability to maintain strict confidentiality
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook); experience with Adobe Acrobat a plus
• Comfort using AI tools and large language models (such as ChatGPT, Claude, or Copilot) for drafting, research, or productivity tasks
• Interest in commercial real estate and a desire to grow within the industry
• Comfort working in a busy, corporate sales environment

Benefits

• Health, dental, and vision insurance
• Paid time off and paid holidays
• 401(k) retirement plan with employer matching contributions
• Life and disability insurance
• Employee Assistance Program (EAP) and wellness resources

Schedule

In-person role

Pay

Base hourly range: $33.65 – $38.46 per hour

The exact bonus amount is not guaranteed and will vary based on individual performance, team results, and company performance.

Actual pay will be determined by factors such as education, experience, and job-related skills relevant to the role.