Brokerage Assistant - Commercial Real Estate
M
MyOutDeskCommercial Real Estate
Philippines, Eastern Time (ET) business hours (9 AM – 5 PM ET minimum)Full-TimeMiddle
Salary not disclosed
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Job Details
- Languages
- Fluent English
- Required Skills
- Microsoft ExcelPowerPointCanva
Requirements
- Fluent English: Impeccable professional-level reading, writing, and verbal communication.
- Must work strictly during Eastern Time (ET) business hours (9 AM – 5 PM ET minimum).
- Advanced, confident proficiency in Word, Excel, Outlook, and PowerPoint.
- Demonstrated history of managing contacts, deals, tasks, pipelines, and email sequences within HubSpot.
- Familiarity with CoStar for property research, comp searches, availability queries, and market analytics.
- Strong understanding of core CRE concepts: NOI, Cap Rate, NNN, Gross Lease, Industrial vs. Office vs. Retail, Sublease, Landlord/Tenant Rep, BOV, LOI, Availability vs. Vacancy.
- Proven ability to manipulate photos, graphs, maps, and data into structured document templates.
- Experience with (or ability to rapidly master) AuthentiSign or DocuSign.
- Fast, stable, hardwired internet connection.
- Modern computer.
- High-quality headset.
- Quiet, professional workspace.
- Backup internet/power supply highly preferred.
- Bonus points for understanding the GTA/Southwestern Ontario market.
Responsibilities
- Support 15+ brokers with research, document preparation, and marketing tasks.
- Provide direct administrative assistance to the COO & Partner.
- Compile, verify, and clean commercial/industrial property data from MLS, CoStar, Geowarehouse, and other proprietary databases.
- Source, filter, and format comprehensive industrial/commercial availability lists for specific submarkets.
- Research and organize comparable property transactions to support client reports and valuations.
- Keep HubSpot records immaculate by updating contacts, companies, deals, and notes.
- Assist with data gathering, formatting, and layout design for Broker Opinion of Value (BOV) packages.
- Assemble high-quality property brochures, tour books, and presentation materials.
- Insert property photos, maps, floor plans, financial graphs, and market data into standard marketing templates using Microsoft Word, PowerPoint, Canva, and Adobe Acrobat.
- Support the input, updating, and syndication of property listings.
- Draft, format, and meticulously proofread letters, emails, LOIs, proposals, and reports in Microsoft Word and Excel.
- Manage and coordinate document workflows through AuthentiSign, ensuring timely signatures and filing.
- Assist with calendar management, meeting setups, and follow-up tracking for brokers.
- Respond to day-to-day administrative requests with speed, accuracy, and a positive attitude.
- Schedule meetings, manage confirmations, prepare briefing materials, and track post-meeting follow-up action items for the COO.
- Draft, format, and send highly professional communications on behalf of the COO.
- Track pipeline activity, update deal stages, and manage task reminders for the COO's CRM.
- Compile weekly activity summaries, broker performance stats, and high-level pipeline snapshots for leadership review.
- Track open operational items and follow up with internal team members to keep deliverables on schedule.
- Assist with travel coordination, expense tracking, digital document filing, and other executive tasks for the COO.
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