Transaction Coordinator

Totum Realty Advisors; Pittsburgh (Allegheny County); On-site; USD 70,000 - 120,000; Full time

Job summary

Totum Realty Advisors in Pittsburgh, PA seeks an experienced Senior Commercial Real Estate Transaction Coordinator to own the process from proposal through execution and closing. This hands-on role supports the advisory team across leasing, acquisition, and disposition assignments.

You will manage checklists and deadlines, coordinate document flow among clients, brokers, attorneys, lenders, and title companies, and help shape templates and workflows for a growing volume of deals.

Qualifications

• Minimum 5 years of direct commercial real estate transaction coordination experience.
• Experience supporting commercial brokerage transactions across office, industrial, retail, investment sales.
• Strong command of LOIs, due diligence, critical dates, and closing deliverables.
• Excellent written communication, confidentiality, and judgment.
• Ability to manage multiple active deals and shifting priorities without missing deadlines.

Responsibilities

• Manage transaction checklists, critical dates, open items, and follow-ups from LOI through lease execution or closing.
• Coordinate document flow among clients, brokers, attorneys, lenders, title companies, landlords, tenants, buyers, sellers, and others; maintain organized deal files.
• Prepare letters of intent, proposal comparisons, deal summaries, trackers, due diligence schedules, and closing checklists.
• Track contingencies, deposits, inspections, approvals, estoppels, insurance certificates, signatures, and commission agreements.
• Provide clear status updates and escalate stalled items until resolved.
• Maintain pipeline, contact, property, and transaction records; support reporting and template improvements.

Skills

Commercial real estate

Transaction coordination

Document management

CRM software

Excel

Attention to detail

Communication

Tools

Canva

Brokerage CRM

Microsoft Word

Outlook

Job description

Totum Realty Advisors|Pittsburgh Pennsylvania|Full time

Totum Realty Advisors is seeking an experienced transaction coordinator to help manage a busy pipeline of commercial leasing, acquisition, and disposition assignments. You will work closely with our advisory team and own the process that keeps deals moving from proposal through execution and closing. This is a hands‑on role for someone who knows how commercial real estate transactions work and can anticipate the next step without waiting to be asked.

Senior Commercial Real Estate Transaction Coordinator

What you will do

• Manage transaction checklists, critical dates, open items, and follow‑up from initial proposal or letter of intent through lease execution or closing.
• Coordinate document flow among clients, brokers, attorneys, lenders, title companies, landlords, tenants, buyers, sellers, and other parties; maintain organized deal files and version control.
• Prepare and maintain letters of intent, proposal comparisons, deal summaries, lease and purchase agreement trackers, due diligence schedules, and closing checklists for broker and counsel review.
• Track contingencies, deposits, inspections, approvals, estoppels, insurance certificates, signatures, commission agreements, and other deliverables relevant to each assignment.
• Give the team clear status updates, flag stalled items early, and follow through until issues are resolved or escalated.
• Maintain accurate pipeline, contact, property, and transaction records in the team’s systems; support reporting and commission documentation.
• Help improve templates and workflows so a growing volume of assignments can be handled consistently and accurately.

What you bring

• At least 5 years of direct commercial real estate transaction coordination experience; 7 to 10 or more years is especially attractive.
• Experience supporting commercial brokerage transactions, ideally across office, industrial, retail, investment sales, or tenant and landlord representation.
• Strong command of the stages and documents in a commercial lease or sale, including LOIs, agreements, due diligence, critical dates, and closing deliverables.
• Excellent written communication, attention to detail, judgment with confidential information, and the confidence to follow up with senior professionals and outside parties.
• Ability to manage multiple active deals and shifting priorities without losing deadlines or handoffs.
• Fluency with Microsoft Excel, Word, Outlook, Canva and shared document systems; experience with brokerage CRM or transaction platforms is useful.

Why this role

• You will be a trusted partner to a small, active team with meaningful responsibility for how transactions get done. Your experience will have a direct effect on client service and deal execution, with room to shape the processes you use every day.