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 with 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
• Able 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

Eligible for a discretionary performance-based bonus