Real Estate Administrative Assistant

Job Description

Job Description

NAI Northern California is a commercial real estate brokerage with offices located in San Francisco, Oakland, and San Jose.

We are seeking an Real Estate Administrative Assistant to join our Brokerage team and provide leadership, support, and operational expertise to drive business initiatives forward. The ideal candidate will have experience in the commercial real estate industry or prior experience as a Real Estate Assistant/Coordinator.

This position will be responsible for prioritizing projects to meet multiple deadlines in a fast-paced, team-oriented environment Attention to detail and higher level service is crucial. This role will have a thorough understanding of all NAI Northern California processes, protocols and software to ensure the teams are well-trained and compliant while sharing best practices from across the region. The Real Estate Administrative Assistant   acts as a liaison between clients and agents and other disciplines. The Real Estate Administrative Assistant can think strategically about the changing needs of the business, identifying opportunities for process improvement.

The role provides a unique opportunity with exposure to all aspects of the business in an excelling market with high visibility. We promote an organizational culture of trust and teamwork, build an inclusive work environment that embraces diversity, and elevate our people to achieve business growth.

• Work directly with the Real Estate Team
• Perform Marketing Duties
• Review commissions to ensure all cash received is accounted for and paid out on a timely basis
• Transaction Coordination
• Assist with business support function activities for brokers
• Contract review oversight: Purchase agreements, closing statements, disclosures, etc. 
• Liaison regarding any IT or TC issues 
• Work effectively with all areas of the company
• Ensure compliance with all company policies and DRE regulations
• Be up to speed with any and all legal issues that may arise, including E&O
• Maintain required competencies around all required software including, but not limited to, Adobe Creative Cloud (includes InDesign, Photoshop, Adobe Acrobat Pro), Google Suite, Salesforce, Intelius, Ring Central, and others as required
• Implementation of additional learning opportunities for self and team
• Assist with overall corporate culture
• Solution-oriented
• Attend and lead virtual departmental meetings as required
• Interface, coordinate and manage infrastructure activity to meet business needs and complete projects and priorities
• Coordinate office meetings, tours, appointments and events
• Recognize the broader implications of a project and identify all that should be done, not just what was assigned
• Assists with the development and implementation of procedures and best practices to support business needs (brokerage, property management, project management, HR, marketing, research & finance)

• Must be located physically in the Bay Area, California
• Real estate industry support or an understanding of the Real Estate business is a must
• Bachelor’s or Associate’s Degree preferred, but not required
• Minimum three years of business, marketing and/or Real Estate experience
• Salesforce experience a plus
• Commitment to high professional ethical standards
• Polished and professional, must work with integrity and confidentiality
• Work enthusiastically in a team atmosphere, promoting collaboration and idea sharing verbally and through action
• Strong organizational, interpersonal and communication skills
• Demonstrated capacity to multi-task in a fast-paced, professional environment
• Must be an extension of the team and handle situations proactively and intuitively
• Must be flexible and highly motivated with a willingness to take initiative
• Ensure that strong attention to detail is maintained at every level
• Interpersonal savvy – relates well to all kinds of people, up, down, sideways, inside and outside the organization and uses tact and diplomacy
• Excellent letter/email writing ability including strong proofreading and editing capabilities
• Optimistic and outgoing personality, excellent follow through, must be a taskmaster
• Develop effective and constructive solutions to challenges and obstacles with the ability to complete projects on time with diverse teammates
• Demonstrate advanced proficiency in Google Workspace Apps, as well as have the ability to command company specific software and databases
• Learning on the fly – learn quickly when facing new problems, open to change, quickly grasps the essence/underlying structure of anything, enjoys the challenge of unfamiliar tasks
• DRE License a PLUS

A Little More About Us:

NAI Northern California is the local representation of NAI Global - the largest Commercial Real Estate Brokerage Network in the world with 400+ offices worldwide and over 7,000 professionals. NAI is a global “Top 5” Commercial Real Estate Company dedicated to having the most successful, productive, and happy teams in the industry.

The collaborative, tech-forward culture we have grown in Northern California is a major competitive advantage that will expedite your success. We have fun often and laugh easily, and yet we are at the top of our game and deliver the highest quality to our customers and clients. Take us seriously when we say our sights are focused upon gaining market share and doing what it takes to be really successful - and carving a name for ourselves in the San Francisco Bay Area.

We’re an entrepreneurial, inclusive culture. We succeed together—when we support each other, learning together and celebrating our success.

What Are Our People Doing & Saying?

"Working at NAI Northern California gives you the benefit of working for a global brand, combined with the feel and culture of a Bay Area startup. Our open, transparent platform and our strong collaboration lend to one of the most unique work environments in the industry. Ultimately, I opted for NAI over the competing firms because I felt that it gave me the best chance to grow and fulfill my potential."  

– Anonymous, Senior Vice President – NAI Northern California Top Performer

Apply today!

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.