About this role
ROLE DETAILS
JOB TITLE
Commercial Real Estate Transaction Coordinator / Executive Assistant
JOB ID
CONCEL1EA
INDUSTRY
Commercial Real Estate Investment
LOCATION
South Africa or LATAM
JOB STATUS
Full Time
WORK SCHEDULE
Monday to Friday, 9am to 6pm Pacific Time
(Flexibility required, with an Executive based in Hawaii Time)
SALARY
$2000 to $3000 per month
TARGET START DATE
Role overview
About the client
The company buys, builds, and operates high-value commercial real estate assets and outdoor wellness resort destinations across the West. Operating as a vertically integrated investment and asset management firm, we handle the entire deal lifecycle in-house, from deal sourcing, acquisitions, and development to capital raising and ongoing operations.
They blend institutional real estate deal execution with a fast-paced, high-energy, and modern work culture. To keep their high-velocity team focused on core growth, combine structured deal coordination, established payment safeguards, and offshore accounting support with an agile internal team. They value low red tape, proactive problem-solving, tech-forward workflows, and a relentless commitment to operational excellence.
About the role
The Commercial Real Estate Transaction Coordinator / Executive Assistant serves as the primary operational backbone and high-trust "right hand" to the executive leadership team (CEO & COO). This dual-capability role exists to take complete end-to-end ownership of the deal execution and daily administrative workflows, freeing up leadership to focus on growth.
In this role, you will lead transaction management from initial LOI through closing, driving daily follow-ups with lenders, brokers, insurers, title, and escrow parties. Concurrently, you will manage C-suite inbox triage, calendar organization, and task tracking, while liaising with our finance team to ensure all payments and loan timelines stay on schedule.
Operating with high autonomy, sharp tech fluency, and relentless follow-through, you will ensure zero details slip, close loops before being asked, and leverage modern tools (including AI) to keep our deal pipeline moving smoothly.
Key responsibilities
1. End-to-End CRE Transaction & Deal Coordination
- Closing Management: Drive commercial real estate acquisitions, dispositions, and refinancings end-to-end. Coordinate daily with lenders, brokers, title companies, escrow officers, insurance providers, and sellers.
- Timeline & Pipeline Tracking: Maintain active deal trackers capturing critical milestones (appraisals, site visits, environmental reports, loan committee approvals, and closing conditions) with daily progress updates.
- Deal Sourcing & Inbound Support: Execute broker/seller outreach based on set acquisition criteria; route and acknowledge inbound acquisition leads promptly.
- Diligence & Document Management: Collect, organize, and track third-party reports, loan documents, leases, and purchase agreements. Centralize all new entities, policies, and contracts into the company knowledge base on the day they are executed.
2. Executive Support & Inbox Triage
- Inbox Management: Own and triage executive inboxes (CEO/COO). Prioritize urgency, flag high-priority items, draft correspondence, and route specialized inquiries (e.g., investor relations) to the correct internal teams immediately.
- Calendar Optimization: Proactively manage complex executive calendars, resolve scheduling conflicts, protect deep-work time, and ensure seamless preparation for high-stakes meetings.
- Executive Workflow Support: Minimal personal administrative support as requested (travel logistics, urgent errands, vendor coordination).
3. Financial Coordination & Payment Protocols
- Capital & Payment Tracking: Track earnest money deposits, wires, invoices, and debt service payments. Ensure zero late fees, missed due dates, or unaccounted-for funds.
- Compliance & Safeguards: Strictly follow established verification protocols for all wires, account setups, and financial approvals.
- Finance Team Sync: Liaise regularly with accounting and bookkeeping teams regarding monthly closes, investor distributions, loan documents, and insurance renewals.
4. Operational Excellence & Process Ownership
- Task & Project Management: Log, assign, and track every operational task to completion in our project management system. Proactively follow up on open items without needing promptings.
- AI & Automation Utilization: Leverage AI tools (e.g., Claude, ChatGPT) to draft correspondence, summarize complex deal threads, extract action items, and streamline daily documentation.
Qualifications & skills
- Commercial Real Estate Expertise: Proven experience coordinating end-to-end CRE transactions, including direct interface with lenders, title companies, brokers, and insurers.
- Executive Support History: Solid background supporting C-suite executives in high-growth, fast-paced environments.
- Tech-Savvy & AI Proficiency: Deep familiarity with Google Workspace, modern CRMs, e-signature tools, and task management software. Active usage of AI productivity tools to accelerate workflow execution is strongly preferred.
- Financial Oversight & Rigor: High attention to detail with standard payment safeguards, wire verifications, and sensitive transactional documents.
- Autonomy & Proactive Ownership: Ability to thrive with minimal upfront guidance, solving problems independently before escalating.
- Communication Skills: Excellent written and verbal English communication; clear, concise, and professional when interacting with external partners and high-profile counterparties.
Ideal Candidate Mindset
- "Verify, Don't Assume": You double-check that the wire landed, the sign-off was secured, and the title work is clear.
- Relentless Follow-Through: You close loops. If a counterparty hasn't replied, you respectfully call, text, and email until the block is cleared.
- Calm Under Pressure: You move with speed and urgency while keeping a level head when timelines tighten.
- High-Energy & Adaptable: You bring passion to your work and adapt easily to evolving daily priorities.
Tech stack
- Google Workspace,
- AI Productivity Tools (Claude, ChatGPT)
- Task Management Platforms
- CRM
- Document Management / E-Signature Platforms,
- Payment Authorization Tools