Commercial Real Estate Operations Admin - Freelance, Remote

Magic

1d•Remote

About The Position

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. 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.

Requirements

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
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

Nice To Haves

Thrive in a fast-paced, structured environment and love keeping complex, multi-party transactions on track
Self-starter who anticipates needs, guards the broker’s time, and delivers accurate work with minimal revisions
Enjoy turning chaos into order—clean CRMs, clear checklists, reliable calendars—and you never miss a critical date
Equally comfortable toggling between research, marketing execution, and transaction coordination
AI tools that streamline CRE workflows

Responsibilities

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
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
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
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
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