Brokerage Assistant, Remote

Brokerage Assistant, Remote

Our client, a commercial real estate brokerage, operates in a dynamic, transaction-centric environment. They seek a highly organized and proactive Brokerage Assistant to provide comprehensive administrative, marketing, and transaction support to multiple commercial real estate agents.

This full-time remote role is aligned with US business hours and is crucial for managing complex transactions, marketing initiatives, and client communications efficiently.

Role Overview

As a Brokerage Assistant, Remote, you will be the operational backbone, handling confidential documentation, managing listings, coordinating marketing materials, and supporting leasing and sales activities across active and complex real estate transactions.

The ideal candidate possesses prior real estate or brokerage experience, thrives in a fast-paced setting, and effectively juggles multiple deadlines while supporting several agents simultaneously.

Key Responsibilities

Transaction & Documentation Support

• Prepare and manage commercial real estate documents, including Sale Listing Agreements, Lease Listing Agreements, Representation Agreements, Referral Agreements, Non-Disclosure Agreements, Listing Agreement Extensions, and Listing Agreement Amendments.
• Assist with the preparation of Broker Opinions of Value (BOVs).
• Circulate electronic agreements for execution.
• Create and manage active listing files on internal servers.
• Track listing expiration dates and coordinate extensions, amendments, or cancellations.

Listing & Systems Management

• Enter and manage listings efficiently in Smartsheets.
• Maintain accurate and up-to-date listing records.
• Update master listing spreadsheets with property changes and status updates.

Marketing Support

• Submit design requests and coordinate with graphics teams for flyers, offering memorandums, and Broker Opinions of Value.
• Upload flyers and listing information to various marketing platforms.
• Update or remove listings as their status changes.
• Coordinate listing-specific marketing campaigns.
• Order property signage and manage signage removal.

Open Houses & Events

• Assist in the preparation and coordination of open houses.

Leasing Support

• Assist with the preparation of Letters of Intent, Lease agreements, Lease extensions, and Lease amendments.

Team & Administrative Support

• Support requests from the Brokerage Assistant pool.
• Assist with presentations for speaking engagements.
• Attend monthly Brokerage Assistant meetings.
• Schedule conference calls, Zoom meetings, and in-office meetings.

Market Research & Client Support

• Research potential listing and buyer opportunities.
• Work with research teams to gather comparables.
• Assist with data collection for owner reporting.

Tools & Platforms

• Adobe Acrobat Pro
• Microsoft Word, Excel, Outlook
• Smartsheets
• Crexi
• Internal brokerage platforms
• LoopNet / CoStar
• LandPro
• DocuSign
• CBA MLS (for certain agents only)

Hard Skills

• Prior experience in real estate, brokerage, or commercial property support.
• Strong document preparation and administrative accuracy.
• Experience managing listings, deadlines, and confidential information.
• Familiarity with commercial real estate platforms preferred.

Soft Skills

• Excellent organizational and prioritization skills.
• Strong attention to detail.
• Professional communication skills.
• Ability to manage multiple agents and competing deadlines.
• High level of discretion and professionalism.

Key skills/competency

• Real Estate Documentation
• Transaction Coordination
• Listing Management
• Commercial Real Estate
• Marketing Support
• Adobe Acrobat Pro
• Microsoft Office Suite
• Smartsheets
• Client Communication
• Organizational Skills