Pipeline & Transaction Assistant

Commercial real estate brokerage seeking candidates for a Pipeline & Transaction Assistant position to support both transaction execution and pipeline management with precision and consistency for two high volume agents.

This role protects the integrity of our real estate transactions and ensures that leads and deal flow are handled in a structured, organized, and proactive manner. The ideal candidate is:

• Methodical
• Process-driven
• Takes ownership of details without needing reminders

Accuracy and reliability are more important than speed.

Position is NOT a remote position.

Position shall include all of the following duties, but is not limited to the below.

• Manage real estate transactions from executed listing contract through closing
• Maintain strict version control of contracts and amendments
• Ensure public-facing documents (Offering Memorandums, deal folders) are accurate and conflict-free
• Track and proactively manage deadlines, contingencies, and signatures
• Complete and verify detailed transaction checklists with zero omissions
• Conduct final document reviews prior to distribution for signatures
• Maintain organized digital file systems with consistent naming conventions
• Follow up consistently with co-listing agents to ensure alignment and information flow
• Filter inbound leads and schedule qualified prospects who have signed a confidentiality agreement with listing agents
• Manage and update all leads within the CRM accurately and consistently
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Track pipeline movement and provide proactive updates to listing agents
• Ensure no qualified lead falls through the cracks

• Assist with preparing the Marketing Intake Document with accuracy and completeness
• Ensure all required listing materials are collected, organized, and updated
• Provide structured updates on active listings and transactions
• Assist with the development of Broker Opinion of Value and Offering Memorandum for prospective and active listings

• No incorrect contract versions sent for review or signature
• No conflicting documents in shared/public folders
• CRM is accurate and up to date at all times
• Qualified leads are scheduled promptly and tracked properly
• Checklists completed with 100% accuracy
• Deadlines met without reminders
• Listing agents trust your oversight completely

You are someone who:

• Naturally double-checks your work before sending it
• Uses structured systems to stay organized
• Takes full ownership when mistakes occur
• Dislikes incomplete tasks or loose ends
• Is calm, methodical, and process-driven
• Is comfortable following up persistently and professionally
• Responds promptly to requests and closes the loop
• Maintains clean, well-organized digital systems
• Understands that small errors in real estate can have large consequences

• 2+ years in real estate transaction coordination, contract administration, CRM management, or similar administrative role
• Experience managing multiple deadlines and active files simultaneously
• Experience working in a CRM system
• Excellent written communication skills
• High level of discretion and professionalism

• Experience working with Offering Memorandums
• Familiarity with confidentiality agreements and lead qualification processes