Executive Assistant

Real Estate Administrative Coordinator

LHH is seeking a Real Estate Administrative Coordinator to support a high-performing Retail Division within a confidential commercial real estate organization. This is a direct hire opportunity for a highly organized, detail-oriented professional who thrives in a fast-paced, task-driven environment and enjoys working with systems, data, and high-volume coordination.

This role is essential to keeping daily operations running smoothly, supporting brokers and team members with critical administrative, mapping, and data-related tasks.

Key Responsibilities

• Utilize mapping tools (including SitesUSA) to create, update, and manage client-facing maps and location data
• Edit and maintain site maps, visuals, and presentation materials using design and screen-capture tools
• Manage calendars and coordinate meetings, tours, and internal/external scheduling logistics
• Maintain tracking systems for time-sensitive items such as licensing, documentation, and deliverables
• Prepare professional correspondence, proposals, listing materials, and transaction-related documents
• Input, manage, and validate data across multiple systems, including manual imports as needed
• Conduct internet research and assist with property, ownership, and demographic data gathering
• Support transaction processes by coordinating documentation and communication with internal teams and vendors
• Manage commission invoicing and assist with expense reports and basic budgeting support
• Maintain organized records of contacts, properties, and internal documentation
• Partner with internal teams to ensure listings, materials, and data are accurate and up to date
• Provide general administrative support, including occasional front-office coverage and coordination tasks

What Makes You a Strong Fit

• Highly detail-oriented with the ability to manage multiple small tasks simultaneously
• Comfortable working in a process-driven, high-volume environment
• Strong organizational and follow-through skills
• Ability to navigate systems that require accuracy, consistency, and manual updates
• Adaptable and comfortable learning new tools and processes quickly
• Clear, professional communication skills
• Proactive and dependable in a team-oriented environment

Technical Skills & Tools

• Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
• Experience with mapping tools (e.g., SitesUSA, Google Maps, GIS platforms) strongly preferred
• Ability to work across multiple systems and manage data accuracy
• Experience with visual editing or markup tools is a plus

Qualifications

• Associate degree required; Bachelor's degree preferred
• 3–5+ years of administrative, coordination, or operations support experience
• Commercial real estate experience is a plus; residential or other professional environments also considered
• Experience working in a structured, detail-driven environment is highly valued
• Notary commission or willingness to obtain is a plus
• Valid driver's license with ability to support occasional local travel