Transaction Coordinator

Colliers International Valuation & Advisory Services • San Jose, CA

8d • Onsite

About The Position

The Transaction Coordinator provides essential administrative, operational, and analytical support for real estate transactions across a national or global corporate client portfolio. This role assists in maintaining accurate documentation and reporting, coordinating with internal and external stakeholders, and supporting workflow efficiency. The Transaction Coordinator plays a key role in ensuring organized processes, timely task completion, and high quality service delivery for all transaction related activities.

Requirements

• 1–3 years of experience in real estate, administration, project coordination, or a related field.
• Bachelor’s degree, preferably in Business, Marketing or Real Estate
• Real estate license preferred or willingness to obtain one.
• Strong organizational skills and attention to detail.
• Effective written and verbal communication skills.
• Ability to analyze basic financial documents and interpret data accurately.
• Proficiency with Microsoft Office (Excel, Word, Outlook, PowerPoint).
• Strong client service orientation and ability to communicate professionally with stakeholders.
• Ability to work collaboratively within a team environment.
• Capacity to manage multiple tasks, deadlines, and shifting priorities.
• Proactive, dependable, and comfortable working in a fast paced environment.
• Applicants must be currently authorized to work in the United States on a full-time basis.

Responsibilities

• Support execution of portfolio plans and transaction strategies aligned with the client’s real estate objectives.
• Assist brokers and transaction managers in coordinating lease, sale, purchase, and sublease activities.
• Gather project requirements and prepare materials for field broker selection.
• Track transaction milestones, maintain documentation flow, and ensure required approvals are routed accurately.
• Assist in reviewing and organizing financial analyses, deal summaries, and supporting documents.
• Coordinate with legal teams by providing required documents for review and facilitating signature processes.
• Maintain transaction databases, input deal information, and ensure accuracy of all updates.
• Prepare transaction status reports and presentation materials for client review.
• Support planning and logistics for client site visits and market tours.
• Help develop, update, and organize standard templates, forms, checklists, and procedures.
• Follow standardized workflows and playbooks to support consistent delivery across markets.
• Monitor data accuracy for KPI reporting and assist in collecting metrics related to transactional performance.
• Ensure all client and broker engagement documentation is correctly processed and stored.
• Suggest improvements to enhance efficiency and streamline workflows.
• Support onboarding of new team members by sharing templates, tools, and process overviews.
• Provide administrative support to transaction managers and may assist in coordinating work for junior administrative roles.
• Assist in gathering data and materials needed for strategic planning activities.
• Support identification of occupancy cost saving opportunities by preparing reports and data sets.
• Help execute strategic initiatives by coordinating tasks, updating trackers, and following up on action items.
• Assist in preparing business cases, financial summaries, and supporting documentation.
• Maintain strategic planning files, data sources, and reference materials to ensure accuracy and accessibility.

Benefits

• Health insurance
• Dental insurance
• Vision insurance

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level