Operations Coordinator

COMPANY

Western Retail Advisors, founded in 2001, is a full-service commercial real estate brokerage company renowned for its retail expertise, deep market knowledge, and innovative use of technology. Our company uses best-in-industry GIS software, high-quality aerial photography, and advanced mapping tools to deliver real-time insights and strategic recommendations. We specialize in helping clients analyze market trends, identify prime locations, and manage successful transactions. Built on strong industry relationships and decades of experience, we are committed to delivering exceptional results for our clients.

POSITION OVERVIEW

We are seeking a proactive and detail-oriented Operations Coordinator to join our team. This dual-function role blends traditional administrative support with operational responsibilities, making it an ideal opportunity for a highly organized professional who thrives in a fast-paced, client-driven environment.

The Operations Coordinator will serve as a central point of coordination for brokerage operations and management, with the administrative infrastructure and process execution essential to a high-performing leasing and sales practice. This role offers a meaningful pathway into commercial real estate operations for a motivated individual looking to grow within the industry.

KEY RESPONSIBILITIES

Administrative Support

• Screen and route incoming calls, inquiries, and mail; serve as the first point of contact for client and vendor inquiries

• Maintain company contacts and shared administrative inboxes

• Provide support for team events, client meetings, and broker presentations

• Liaise with internal team members to ensure timely document signature processing

• Maintain organized physical and digital filing systems for all business documents

• Support the onboarding of new brokers and staff as directed

• Assist with conference room management

Operations Support

• Complete data entry in deal-tracking platform, ensuring company guidelines are adhered to

• Generate and compile weekly/monthly brokerage reports, and verify deal pipelines are maintained month-to-month

• Support due diligence processes by gathering and organizing deal transaction materials submitted with correct naming conventions

• Assist with auditing company files, including listing agreements, commission agreements, and related compliance documents for deal transactions

• Support client tour and site visit material assembly, including preparation of tour books, marketing materials, and broker contact packages

• Assist with marketing coordination, including property flyer updates, email campaigns, and outside broker database maintenance

• Other projects as assigned

QUALIFICATIONS

• 3-5 years of experience in an administrative, operations, or management support role; experience in commercial real estate, brokerage, or financial services preferred

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and document management systems

• Exceptional organizational skills with the ability to prioritize and manage multiple tasks and deadlines simultaneously

• Strong written and verbal communication skills with a professional demeanor

• High degree of accuracy and attention to detail, particularly in data entry

• Demonstrated ability to handle confidential information with discretion and professionalism

CORE COMPETENCIES

• Initiative & Follow-Through — Proactively identifies needs and sees tasks through to completion without close supervision

• Adaptability — Comfortable navigating shifting priorities and deadlines in a fast-paced transaction environment

• Relationship Building — Builds productive relationships with brokers, clients, vendors, and cross-functional teams

• Process-Minded — Brings structure and consistency to workflows while remaining flexible to business needs

• Team Player – Willing to lean in and support others

• Professionalism — Maintains composure and quality of work under pressure; represents the firm with poise in all interactions

NICE TO HAVE

• Familiarity with commercial real estate leasing and sales processes, and terminology

• Experience with CRM or deal-tracking platforms (CoStar, Buildout, Salesforce, or similar)

• Associate's or Bachelor's degree in Business Administration, Real Estate, or a related field

• Exposure to lease administration, property management, or transactional support environments

WHAT WE OFFER

• Competitive compensation

• Comprehensive benefits package including health, dental, vision coverage and 401k

• Paid time off, holidays, and parental leave

• Exposure to high-value commercial leasing and sales transactions and direct mentorship from experienced brokers

• Clear pathway for growth into a potential operations or brokerage services role

• Collaborative team culture in a well-established, and highly regarded Phoenix commercial real estate firm