Job Description

Commercial Real Estate Administrative Coordinator - Freelance, Remote

Department: Specialized Roles

Employment Type: Full Time

Location: Philippines

Reporting To: Client via Magic

Compensation: $7.00 / hour

About the ClientOur client is a full-service commercial real estate brokerage serving sellers, buyers, landlords, and tenants across industrial, land, multifamily, office, retail, and investment assets. They deliver strategic advisory for acquisitions, dispositions, leasing, 1031 exchanges (forward and reverse), NNN investments, SBA/owner-user deals, and business opportunities. Led by a seasoned CCIM-designated broker, the firm is known for innovative strategies, rigorous execution, and superior outcomes.
Why does this role exist?This role exists to serve as the operational backbone for a high-producing commercial broker—owning execution, systems, and process control so listings, buyers, and tenants move forward efficiently from listing to closing. By centralizing CRM management, research, marketing coordination, and transaction support, the Coordinator protects broker production time and ensures nothing falls through the cracks. The hire will create structure and consistency in a fast-paced environment, enabling accurate, on-time deliverables with minimal supervision.

The Impact you’ll make

CRM and Pipeline Management

• Maintain RealNex and KW Command with accurate tagging, data hygiene, and follow-up tasks
• Track prospects, active deals, and activities; generate pipeline and activity reports
• Keep the CRM fully actionable with reminders, notes, and documented client interactions

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
• Pull key market and property data to support underwriting, pricing, and pursuit strategies

Marketing and Communications

• Coordinate property marketing campaigns and maintain listing accuracy across platforms
• Prepare email blasts and manage email marketing tools; support social media scheduling
• Build offering memorandums, flyers, and presentations using Canva; assist with copy and proofreading

Transaction Coordination

• Manage transactions from listing through closing; track milestones, contingencies, and deadlines
• Interface with escrow, title, lenders, attorneys, and third parties to keep files complete and on track
• Maintain organized digital transaction files and audit for compliance and completeness

Administrative and Operational Support

• Manage calendars, meetings, and recurring workflows; document SOPs in Notion/Asana
• Organize Google Drive file systems and coordinate third-party vendors/service providers
• Support internal systems and security tools including Slack, Notion/Asana, LastPass, NordVPN, RealVNC, and Gamma; leverage AI tools to streamline workflows

Skills, Knowledge and Expertise

Required:

• Administrative/operations experience in commercial real estate (industrial/retail/land/office/leases strongly preferred)
• Proven proficiency with CRE platforms: CoStar, Crexi, Moody’s Catylist, Brevitas, Reonomy, CRMLS
• Hands-on CRM management experience (RealNex and/or KW Command)
• Exceptional attention to detail and strong written communication
• Ability to work independently, 40 hrs/week, 9–5 US time

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

Your Superpowers:

• Technical: RealNex, KW Command, CoStar, Crexi, Moody’s Catylist, Brevitas, Reonomy, CRMLS, Gamma, Canva, Google Workspace, Slack, Notion or Asana, email marketing platforms, AI productivity tools; comfort with LastPass, NordVPN, and RealVNC
• Operational: Workflow design, deadline tracking, document control, transaction checklists, vendor coordination, pipeline reporting
• Communication: Clear written updates, professional client/vendor interfacing, concise status reporting, strong proofreading
• Personal: Proactive go-getter, highly organized, detail-obsessed, accountable, resourceful, calm under pressure, solutions-oriented, and discrete with sensitive information

You should apply if...

• You thrive in a fast-paced CRE environment and love being the steady force that keeps complex transactions moving
• You take pride in precision, structure, and follow-through—and you don’t miss deadlines
• You enjoy operating independently, anticipate needs, and proactively protect your broker’s production time
• You’re energized by systems, checklists, and continuously improving processes with data and AI tools
• You’re comfortable working cross-functionally with escrow/title/lenders/attorneys and representing the team professionally

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
• 9am - 5 pm US Timezone

Compensation:

• $7 per hour
• No benefits package included

Benefits