Administrative Assistant

About the Role

CS Outsource is seeking a highly organized, proactive, and detail-oriented Commercial Real Estate Administrative Assistant to support a high-producing commercial real estate agent in the United States. This role goes beyond general administrative support. You'll help manage commercial real estate transactions, maintain CRM data, conduct property research, coordinate marketing activities, and keep daily operations running smoothly. Direct experience supporting a US commercial real estate agent or brokerage is mandatory. Candidates must understand commercial real estate workflows, transaction documentation, and property research, and be able to manage multiple priorities independently after training.

Key Responsibilities

Transaction Coordination*

• Coordinate commercial real estate transactions from listing through closing.

• Track deadlines, contingencies, and compliance documentation.

• Prepare and organize Letters of Intent (LOIs), Purchase and Sale Agreements (PSAs), lease documents, and related materials.

• Coordinate with escrow, title companies, lenders, attorneys, and other third parties.

• Maintain complete and accurate digital transaction files.

CRM & Database Management

• Maintain CRM systems such as RealNex, KW Command, or similar platforms.

• Manage leads, contacts, properties, active transactions, and follow-up tasks.

• Maintain accurate records, contact tags, and pipeline reports.

Property Research & Market Analysis

• Research commercial properties for buyer and tenant clients.

• Use commercial real estate platforms to identify suitable properties.

• Assist with Broker Opinion of Value (BOV) preparation.

• Compile market surveys, lease comparables, and sales comparables.

Marketing & Listings

• Coordinate property marketing campaigns and email outreach.

• Assist with social media content creation and scheduling.

• Prepare offering memorandums, property flyers, and presentations.

• Maintain accurate property listings across online platforms.

Administrative & Operational Support

• Manage calendars, meetings, deadlines, and recurring tasks.

• Organize digital files using Google Drive.

• Coordinate third-party vendors and service providers.

• Identify workflow improvements and use AI tools to increase productivity.

Requirements

• 2+ years of administrative or operations experience, including direct commercial real estate experience.

• Previous experience supporting a *US commercial real estate agent or brokerage*.

• Hands-on experience with RealNex or a comparable commercial real estate CRM.

• Knowledge of commercial real estate research, data, and listing platforms.

• Experience with transaction coordination and commercial real estate documentation.

• Familiarity with BOVs, offering memorandums, market comparables, or commercial property marketing materials.

• Intermediate proficiency with AI tools such as ChatGPT, Claude, Perplexity, or Gemini.

• Excellent written English communication skills.

• Strong organizational skills, attention to detail, and time management.

• Ability to manage multiple projects and deadlines independently after training.

Important: Residential real estate, general property management, mortgage, title, or other non-commercial real estate experience alone does not satisfy the mandatory commercial real estate experience requirement.

Tools & Platforms

• Commercial Real Estate: Crexi, CoStar, LoopNet, Moody's Catylist, Brevitas

• CRM & Transaction Tools: RealNex, KW Command, AIR CRE forms, Terrakotta

• Research & Productivity: BatchGeo, Google Drive, Zoom, Slack

• AI Tools: ChatGPT, Claude, Perplexity, Gemini, and similar platforms

Experience with these tools is valuable, and the ability to use AI effectively to improve research, streamline workflows, and increase efficiency is especially important.

The Ideal Candidate

We're looking for someone who:

• Is highly organized and maintains accurate, structured records.

• Takes ownership and follows through without constant reminders.

• Stays calm and organized when priorities change.

• Identifies errors before they become problems.

• Communicates clearly and professionally.

• Uses technology and AI to work more efficiently.

• Handles confidential information and critical deadlines responsibly.

Training & Growth

We provide training on our systems and workflows. We're looking for a quick learner who takes initiative and can become a dependable, long-term member of the team.

How to Apply

If you have hands-on experience supporting a US commercial real estate agent or brokerage , we'd love to hear from you!

Please submit your updated CV along with a brief summary of your commercial real estate experience, including the CRM, research platforms, transaction tools, and AI tools you've used.

Please apply only if you meet the mandatory commercial real estate experience requirement.