Commercial Real Estate Operations Admin - Freelance, Remote
Department:Specialized Roles
Employment Type:Full Time
Location:Global+
Reporting To:Client via Magic
Compensation:$7.00 / hour
Description
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.
The Impact you'll make
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
Skills, Knowledge and Expertise
Required:
- 3+ years administrative/operations experience with proven experience in commercial real estate
- Proficiency with CoStar and Crexi plus at least two of: Moody's Catylist, Brevitas, Reonomy, CRMLS
- Proven CRM management in RealNex and/or KW Command, including pipeline reporting
- End-to-end CRE transaction coordination experience (escrow/title/lenders/attorneys)
- Exceptional written English, attention to detail, and ability to manage multiple active projects independently
Your superpowers are...
- Technical: RealNex, KW Command; CoStar, Crexi, Moody's Catylist, Brevitas, Reonomy, CRMLS; Canva and Gamma; Google Workspace; Slack; Notion or Asana; email marketing platforms; AI tools that streamline CRE workflows; security tools (LastPass, NordVPN, RealVNC)
- Operational: Deadline management, SOP creation/maintenance, digital file organization, vendor coordination, data accuracy, BOV support, comps and market surveys
- Soft skills: Proactive communicator, high ownership, meticulous attention to detail, strong written communication, calm under pressure, client-service mindset, discretion and confidentiality
WFH Set-Up:
- Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
- Internet speed of at least 40MBPS
- Headset with an extended mic that has noise cancellation and a webcam
- Back-up computer and internet connection
- Quiet, dedicated workspace at home
You should apply if...
- You thrive in a fast-paced, structured environment and love keeping complex, multi-party transactions on track
- You're a self-starter who anticipates needs, guards the broker's time, and delivers accurate work with minimal revisions
- You enjoy turning chaos into order---clean CRMs, clear checklists, reliable calendars---and you never miss a critical date
- You're equally comfortable toggling between research, marketing execution, and transaction coordination
What to expect...
Work Setup:
- Remote position
- Must have a reliable internet connection and a quiet workspace
- Required to provide own computer with Intel Core i5 or something similar or higher operating system
Working Hours:
- 40 hours per week
- Monday--Friday, 9:00 am--5:00 pm Pacific Time
Compensation:
- $7 per hour
- No benefits package included
