Real Estate Assistant

Upward On; New York (NY); On-site; USD 52,000 - 68,000; Full time

Job summary

Upward On is seeking a Commercial Real Estate Administrative Assistant to support a top-producing Director. You will conduct property research, coordinate tours, manage client information, and keep deal flows moving smoothly from initial search through closing.

This office-based role requires sharp organization, proactive communication, and comfort learning CRE platforms like CoStar, Crexi, and various CRM systems.

Qualifications

• 2+ years of experience supporting a commercial real estate broker or team
• Experience using CoStar and Crexi is strongly preferred
• Experience working with a CRM (Salesforce, Apto, Buildout, HubSpot, or similar)
• Excellent research and analytical skills with ability to quickly learn neighborhoods and market trends
• Strong organizational skills and exceptional attention to detail
• Ability to juggle multiple projects in a fast-paced environment
• Proficiency in Microsoft Office, particularly Excel, Outlook, PowerPoint, and Word
• Experience creating marketing materials using Canva, Adobe Creative Suite, or similar design software is a plus
• Excellent written and verbal communication skills

Responsibilities

• Conduct property searches using CoStar, Crexi, LoopNet, and other CRE platforms to identify opportunities that meet client requirements.
• Research neighborhoods, submarkets, demographics, transportation, nearby amenities, and comparable properties.
• Coordinate property tours by communicating with landlords, listing brokers, clients, and internal team members.
• Prepare tour schedules, property packages, maps, and presentation materials for clients.
• Maintain and update the firm's CRM, ensuring accurate client, property, and transaction data.
• Track listings, availabilities, lease expirations, and market activity.
• Create proposals, marketing flyers, brochures, email campaigns, and presentation materials using company branding.
• Assist with listing input, marketing campaigns, and online property advertising.
• Coordinate calendars, meetings, client follow-up, and administrative support for the Director.
• Support special projects and ensure deadlines are consistently met.

Skills

Detail orientation

Organizational skills

Research skills

Communication

Tools

CoStar

Crexi

CRM

Microsoft Office

Job description

About the Opportunity

Our client, a successful commercial real estate brokerage, is seeking a highly organized and detail-oriented Commercial Real Estate Administrative Assistant to support a top-producing Director. This is an excellent opportunity for someone who enjoys the research, coordination, and operational side of commercial real estate and wants to play a critical role behind the scenes.

This position is ideal for someone who is sharp, resourceful, and naturally curious. You'll help identify opportunities, research properties and markets, coordinate tours, manage client information, and ensure that every deal moves forward efficiently.

What You'll Do

• Conduct property searches using CoStar, Crexi, LoopNet, and other commercial real estate platforms to identify opportunities that meet client requirements.
• Research neighborhoods, submarkets, demographics, transportation, nearby amenities, and comparable properties to support leasing and investment assignments.
• Coordinate property tours by communicating with landlords, listing brokers, clients, and internal team members.
• Prepare tour schedules, property packages, maps, and presentation materials for clients.
• Maintain and update the firm's CRM, ensuring accurate client, property, and transaction data.
• Track listings, availabilities, lease expirations, and market activity.
• Create proposals, marketing flyers, brochures, email campaigns, and presentation materials using company branding.
• Assist with listing input, marketing campaigns, and online property advertising.
• Coordinate calendars, meetings, client follow-up, and administrative support for the Director.
• Support special projects and ensure deadlines are consistently met.

Qualifications

• 2+ years of experience supporting a commercial real estate broker, team, or related real estate environment. Open to less experience if they have a strong commercial RE internship experience.
• Experience using CoStar and Crexi is strongly preferred.
• Experience working with a CRM (Salesforce, Apto, Buildout, HubSpot, or similar).
• Excellent research and analytical skills with the ability to quickly learn neighborhoods and market trends.
• Strong organizational skills and exceptional attention to detail.
• Ability to juggle multiple projects in a fast-paced environment.
• Proficiency in Microsoft Office, particularly Excel, Outlook, PowerPoint, and Word.
• Experience creating marketing materials using Canva, Adobe Creative Suite, or similar design software is a plus.
• Excellent written and verbal communication skills.

The Ideal Candidate

• Naturally curious and enjoys researching markets, neighborhoods, and properties.
• Thinks several steps ahead and anticipates the needs of the broker.
• Extremely organized and thrives on keeping projects moving.
• Comfortable learning new technology and commercial real estate platforms.
• Strong follow-up skills with a sense of urgency.
• Professional, polished, and resourceful.
• Wants to build a long-term career in commercial real estate.
• Not a great fit for someone who wants to be in the field. This is an office role.

This is a behind-the-scenes role, but an incredibly important one. The right person will become the operational backbone of a high-performing commercial real estate practice, ensuring that every search, tour, proposal, and client interaction is executed flawlessly.