Administrative Assistant

CS Outsource; Colombia; Remote; COP 141,983,000 - 227,172,000; Full time

Job summary

CS Outsource is seeking a highly organized Commercial Real Estate Administrative Assistant to support a US agent. You will handle transaction coordination, CRM data upkeep, and property research, while coordinating marketing and property listings.

The role requires CRE experience and comfort with AI tools, and involves managing multiple priorities after training. The ideal candidate will be adept at maintaining accurate records, coordinating with title/escrow and lenders, and driving efficient

Qualifications

• 2+ years of administrative or operations experience, including direct commercial real estate experience.
• Previous experience supporting a US commercial real estate agent or brokerage.
• Hands-on experience with RealNex or a comparable commercial real estate CRM.
• Knowledge of commercial real estate research, data, and listing platforms.
• Experience with transaction coordination and commercial real estate documentation.
• Familiarity with BOVs, offering memorandums, market comparables, or commercial property marketing materials.
• Intermediate proficiency with AI tools such as ChatGPT, Claude, Perplexity, or Gemini.
• Strong organizational skills, attention to detail, and time management.
• Ability to manage multiple projects and deadlines independently after training.
• Important: Residential real estate experience does not satisfy the mandatory CRE requirement.

Responsibilities

• Coordinate commercial real estate transactions from listing through closing.
• Track deadlines, contingencies, and compliance documentation.
• Prepare and organize LOIs, PSAs, lease documents, and related materials.
• Coordinate with escrow, title companies, lenders, attorneys, and other third parties.
• Maintain complete and accurate digital transaction files.
• Maintain CRM systems and manage leads, contacts, properties, and pipelines.
• Maintain records, tags, and pipeline reports.
• Research commercial properties for buyers/tenants and identify suitable properties.
• Assist with BOV preparation and compiling market surveys, comps.
• Coordinate property marketing campaigns and email outreach.
• Assist with social media content creation and scheduling.
• Prepare offering memorandums, property flyers, and presentations.
• Maintain accurate property listings across platforms.
• Manage calendars, meetings, deadlines, and recurring tasks.
• Coordinate third-party vendors and service providers.
• Identify workflow improvements and use AI tools to boost productivity.

Skills

Organizational skills

Attention to detail

Time management

Communication

Independent work

AI productivity

Education

CRE-related training (optional)

Tools

RealNex

KW Command

BatchGeo

Google Drive

Zoom

Slack

ChatGPT/Claude/Perplexity/Gemini

Job description

CS Outsource is seeking a highly organized, proactive, and detail-oriented Commercial Real Estate Administrative Assistant to support a high-producing commercial real estate agent in the United States.

This role goes beyond general administrative support. You'll help manage commercial real estate transactions, maintain CRM data, conduct property research, coordinate marketing activities, and keep daily operations running smoothly.

Direct experience supporting a US commercial real estate agent or brokerage is mandatory. Candidates must understand commercial real estate workflows, transaction documentation, and property research, and be able to manage multiple priorities independently after training.

Key Responsibilities

Transaction Coordination*

• Coordinate commercial real estate transactions from listing through closing.
• Track deadlines, contingencies, and compliance documentation.
• Prepare and organize Letters of Intent (LOIs), Purchase and Sale Agreements (PSAs), lease documents, and related materials.
• Coordinate with escrow, title companies, lenders, attorneys, and other third parties.
• Maintain complete and accurate digital transaction files.

CRM & Database Management

• Maintain CRM systems such as RealNex, KW Command, or similar platforms.
• Manage leads, contacts, properties, active transactions, and follow-up tasks.
• Maintain accurate records, contact tags, and pipeline reports.

Property Research & Market Analysis

• Research commercial properties for buyer and tenant clients.
• Use commercial real estate platforms to identify suitable properties.
• Assist with Broker Opinion of Value (BOV) preparation.
• Compile market surveys, lease comparables, and sales comparables.

Marketing & Listings

• Coordinate property marketing campaigns and email outreach.
• Assist with social media content creation and scheduling.
• Prepare offering memorandums, property flyers, and presentations.
• Maintain accurate property listings across online platforms.

Administrative & Operational Support

• Manage calendars, meetings, deadlines, and recurring tasks.
• Coordinate third-party vendors and service providers.
• Identify workflow improvements and use AI tools to increase productivity.

Requirements

• 2+ years of administrative or operations experience, including direct commercial real estate experience.
• Previous experience supporting a *US commercial real estate agent or brokerage*.
• Hands-on experience with RealNex or a comparable commercial real estate CRM.
• Knowledge of commercial real estate research, data, and listing platforms.
• Experience with transaction coordination and commercial real estate documentation.
• Familiarity with BOVs, offering memorandums, market comparables, or commercial property marketing materials.
• Intermediate proficiency with AI tools such as ChatGPT, Claude, Perplexity, or Gemini.
• Strong organizational skills, attention to detail, and time management.
• Ability to manage multiple projects and deadlines independently after training.

Important: Residential real estate, general property management, mortgage, title, or other non-commercial real estate experience alone does not satisfy the mandatory commercial real estate experience requirement.

Tools & Platforms

• Research & Productivity: BatchGeo, Google Drive, Zoom, Slack
• AI Tools: ChatGPT, Claude, Perplexity, Gemini, and similar platforms

Experience with these tools is valuable, and the ability to use AI effectively to improve research, streamline workflows, and increase efficiency is especially important.

The Ideal Candidate

We're looking for someone who:

• Is highly organized and maintains accurate, structured records.
• Takes ownership and follows through without constant reminders.
• Stays calm and organized when priorities change.
• Identifies errors before they become problems.
• Communicates clearly and professionally.
• Uses technology and AI to work more efficiently.
• Handles confidential information and critical deadlines responsibly.

Training & Growth

We provide training on our systems and workflows. We're looking for a quick learner who takes initiative and can become a dependable, long-term member of the team.