Brokerage Assistant

Aston Carter•Menlo Park, CA

4d•$46 - $46•Onsite

About The Position

This role serves as a Transaction and Deal Coordinator within a Markets Operations team, providing white-glove transaction support to a highly dynamic and successful team of brokers. The Brokerage Assistant acts as a key liaison between brokerage operations and corporate finance, contributing across operational and financial functions to help drive and grow revenue. The position offers broad exposure to all aspects of the commercial real estate business and close collaboration with local marketing, research, finance, and HR partners, as well as executive leadership.

Requirements

Bachelor’s degree required.
2–3 years of relevant work experience in a professional company environment preferred.
Strong proficiency with Microsoft Office Suite, including above-average Microsoft Excel skills.
Proficiency with Adobe Acrobat.
Ability to learn new software platforms and internal systems quickly.
General knowledge of financial terms and principles, with the ability to calculate complex figures accurately.
Demonstrated resourcefulness and a proactive, problem-solving mindset with strong attention to detail.
Ability to adapt to strong personalities while maintaining a customer-focused work ethic.
Comfort working in a fast-paced, dynamic environment with shifting priorities and multiple deadlines.
Strong time management skills and the ability to work both independently and as part of a team.
Excellent written and oral communication skills, including the ability to present complex information clearly to different audiences.
Positive attitude and strong willingness to learn and take on new responsibilities.
Ability to stay calm and composed under pressure and when dealing with multiple last-minute deadlines.
High level of accountability, discretion, and professionalism when handling confidential and private information.

Nice To Haves

Experience providing white-glove transaction support to brokers or similar client-facing teams.
Experience managing brokerage pipelines and maintaining transaction or leasing databases.
Background in commercial real estate, brokerage operations, or financial operations is advantageous.
Experience with accounts receivable management, billing, and financial reporting.
Prior experience supporting cross-functional teams, including operations, finance, marketing, and leadership.
Demonstrated ability to manage reimbursable projects, including contract validation, project tracking, and billing.
Comfort working with internal platforms and databases specific to brokerage or real estate environments.

Responsibilities

Act as the primary liaison between brokerage operations and corporate finance to ensure smooth coordination of activities and information flow.
Provide outstanding customer service to the brokerage team, finance team, and external clients, maintaining a high standard of professionalism and responsiveness.
Manage the brokerage pipeline with 100% accuracy, ensuring all deals and activities are properly tracked and updated.
Review and submit commercial real estate deals for revenue recognition by collecting and validating all required documents and maintaining accurate lease databases and files.
Maintain and update the leasing deal database, ensuring all new and historical data is complete, accurate, and current.
Calculate and generate invoices upon request within 48 hours, ensuring accuracy and timely delivery.
Process and validate all transactions within the internal brokerage database, ensuring data integrity and compliance with internal procedures.
Provide regular reporting to brokerage leadership and local business support lines to support business development, revenue projections, and collections.
Manage property marketing reimbursables by validating contracts, overseeing project tracking and billing, and managing accounts receivable related to these activities.
Review and provide updates on key financial reporting in partnership with operations, brokerage, and finance leadership teams.
Oversee accounts receivable management to support timely collections and accurate financial tracking.
Collaborate with local marketing, research, finance, and HR partners, as well as executive leadership, to support broader business initiatives and operational improvements.
Support brokers and the broader team with administrative and operational tasks as needed, ensuring deadlines are met and priorities are managed effectively.
Learn and effectively use internal platforms and software tools to manage transactions, reporting, and documentation.
Maintain discretion and professionalism when handling confidential and private information, ensuring compliance with internal standards and policies.