Commercial Real Estate Administrative & Transaction Coordinator | Full-Time - Remote

We are hiring an experienced Commercial Real Estate Administrative & Transaction Coordinator to support a commercial real estate professional or team with transactions, property marketing, CRM management, client communication, and day-to-day administrative operations.

This role requires at least three years of relevant commercial real estate experience. Residential real estate experience alone will not be sufficient.

Commercial transactions may move more slowly and occur less frequently than residential transactions, but they often involve significantly higher values, more documentation, and greater attention to detail. A small typo, incorrect figure, missed deadline, or inconsistent property detail can create serious risk in a multimillion-dollar transaction.

The right candidate must be extremely sharp, organized, detail-oriented, and capable of building reliable systems to ensure nothing is missed. This person should be comfortable supporting the sale or lease of businesses, retail properties, restaurants, gas stations, shopping centers, and other commercial assets through both on-market and off-market transactions.

Important: This is a full-time role. We are only considering candidates who do not have other active jobs or freelance commitments. The selected candidate must be fully dedicated to this position and may not outsource or delegate their work.

Transaction & Listing Support

• Support commercial transactions from initial preparation through closing

• Maintain organized files, contracts, disclosures, deadlines, and transaction records

• Review documents and property information carefully for accuracy and consistency

• Coordinate with clients, buyers, sellers, attorneys, lenders, escrow, title, vendors, and other parties

• Support both on-market and off-market property transactions

• Assist with commercial MLS input and listing maintenance

• Track important dates, action items, follow-ups, and outstanding documents

Property Marketing

• Create detailed commercial property marketing packages and offering materials

• Prepare professional feature booklets that may be 20 pages or longer

• Organize property descriptions, financial information, photographs, maps, demographics, and supporting documents

• Proofread all materials for spelling, grammar, formatting, figures, and property details

• Coordinate marketing updates and ensure information remains accurate across platforms

CRM & Database Management

• Maintain accurate client, property, prospect, and transaction records

• Organize contacts, notes, follow-up tasks, opportunities, and deal stages

• Create CRM campaigns, reminders, and organized follow-up systems

• Support prospecting, client outreach, check-ins, and relationship management

• Help clean up and improve disorganized databases, files, and internal processes

Administrative & Client Support

• Manage calendars, meetings, appointments, events, and reminders

• Communicate professionally with clients, prospects, vendors, and business partners

• Assist with client appreciation, gifting, follow-up, and relationship-building activities

• Prepare reports, spreadsheets, presentations, and internal tracking documents

• Develop checklists, SOPs, and systems to reduce errors and improve consistency

• At least three years of relevant commercial real estate experience required

• Commercial real estate administrative, transaction coordination, or marketing experience required

• Experience supporting commercial sales, leasing, business sales, or investment property transactions

• Familiarity with commercial MLS platforms and commercial property marketing

• Strong CRM and database management experience

• Excellent written and spoken English

• Strong professional communication skills

• Exceptional attention to detail and proofreading ability

• Comfortable working with financial figures, property information, contracts, and detailed marketing materials

• Able to create systems, checklists, and workflows that prevent mistakes

• Highly organized, proactive, intelligent, and capable of working independently

• Experience with residential real estate alone will not meet the requirements for this position

White Glove Hiring partners with a small number of well-established, founder-led businesses that are serious about building long-term virtual assistant relationships.

Our hiring process is more detailed than most—and that’s by design. We do the work upfront to clearly define the role, expectations, and working style so your time isn’t wasted on vague jobs or unprepared clients. We don’t rush placements, and we don’t submit candidates unless the client is truly ready to hire and commit.

The businesses we represent are financially stable, respectful of VAs, and open to guidance, so they are easier to work with day-to-day. We help clients improve clarity, communication, and onboarding to support smoother working relationships.

While we are not your employer, we stay involved to help keep expectations aligned after you’re hired.

If you value clear roles, stable work, and professional clients who respect your time, White Glove Hiring is designed to be a better experience for you.