Transaction Coordinator

Colliers International; San Jose (CA); On-site; USD 81,754 - 95,000; Full time

Job summary

Colliers International is seeking a Transaction Coordinator to provide essential administrative, operational, and analytical support for real estate transactions. You will help maintain documentation, track milestones, and coordinate with brokers, lawyers, and clients to ensure timely, accurate processing.

The role requires 1–3 years in real estate or related fields, a Bachelor’s degree, and strong organizational and communication skills.

Qualifications

• 1–3 years of experience in real estate, administration, project coordination, or related field.
• Bachelor’s degree, preferably in Business, Marketing or Real Estate.
• Real estate license preferred or willingness to obtain one.
• Strong organizational skills and attention to detail.
• Effective written and verbal communication skills.
• Ability to analyze basic financial documents and interpret data accurately.
• Proficiency with Microsoft Office (Excel, Word, Outlook, PowerPoint).
• Strong client service orientation and ability to communicate professionally with stakeholders.

Responsibilities

• Support execution of portfolio plans and transaction strategies aligned with client real estate objectives.
• Assist brokers and transaction managers in coordinating lease, sale, purchase, and sublease activities.
• Gather project requirements and prepare materials for field broker selection.
• Track transaction milestones, maintain documentation flow, and ensure required approvals are routed accurately.
• Assist in reviewing and organizing financial analyses, deal summaries, and supporting documents.
• Coordinate with legal teams by providing required documents for review and facilitating signature processes.
• Maintain transaction databases, input deal information, and ensure accuracy of all updates.
• Prepare transaction status reports and presentation materials for client review.
• Support planning and logistics for client site visits and market tours.

Skills

Organizational skills

Written and verbal communication

Attention to detail

Financial data interpretation

Education

Bachelor’s degree

Tools

Microsoft Office

Job description

Job Overview

Transaction Coordinator provides essential administrative, operational, and analytical support for real estate transactions across a national or global corporate client portfolio. The role assists in maintaining accurate documentation and reporting, coordinating with internal and external stakeholders, and supporting workflow efficiency to ensure organized processes, timely task completion, and high quality service delivery for all transaction related activities.

Responsibilities

• Support execution of portfolio plans and transaction strategies aligned with the client’s real estate objectives.
• Assist brokers and transaction managers in coordinating lease, sale, purchase, and sublease activities.
• Gather project requirements and prepare materials for field broker selection.
• Track transaction milestones, maintain documentation flow, and ensure required approvals are routed accurately.
• Assist in reviewing and organizing financial analyses, deal summaries, and supporting documents.
• Coordinate with legal teams by providing required documents for review and facilitating signature processes.
• Maintain transaction databases, input deal information, and ensure accuracy of all updates.
• Prepare transaction status reports and presentation materials for client review.
• Support planning and logistics for client site visits and market tours.

Process Management

• Help develop, update, and organize standard templates, forms, checklists, and procedures.
• Follow standardized workflows and playbooks to support consistent delivery across markets.
• Monitor data accuracy for KPI reporting and assist in collecting metrics related to transactional performance.
• Ensure all client and broker engagement documentation is correctly processed and stored.
• Suggest improvements to enhance efficiency and streamline workflows.
• Support onboarding of new team members by sharing templates, tools, and process overviews.
• Provide administrative support to transaction managers and may assist in coordinating work for junior administrative roles.

Strategic Planning

• Assist in gathering data and materials needed for strategic planning activities.
• Support identification of occupancy cost saving opportunities by preparing reports and data sets.
• Help execute strategic initiatives by coordinating tasks, updating trackers, and following up on action items.
• Assist in preparing business cases, financial summaries, and supporting documentation.
• Maintain strategic planning files, data sources, and reference materials to ensure accuracy and accessibility.

Qualifications

• 1–3 years of experience in real estate, administration, project coordination, or a related field.
• Bachelor’s degree, preferably in Business, Marketing or Real Estate.
• Real estate license preferred or willingness to obtain one.
• Strong organizational skills and attention to detail.
• Effective written and verbal communication skills.
• Ability to analyze basic financial documents and interpret data accurately.
• Proficiency with Microsoft Office (Excel, Word, Outlook, PowerPoint).
• Strong client service orientation and ability to communicate professionally with stakeholders.
• Ability to work collaboratively within a team environment.
• Capacity to manage multiple tasks, deadlines, and shifting priorities.
• Proactive, dependable, and comfortable working in a fast paced environment.

Location & Compensation

San Jose, CA (Onsite)

Approximate Compensation Range for this Role: $81,754 to $95,000 per year.

Equal Opportunity Employment

Colliers respects diversity and is an equal opportunity employer. No employee or applicant for employment will be discriminated against on the basis of any actual or perceived membership in any protected category including race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth, related medical conditions and lactation), gender identity or gender expression (including transgender status), sexual orientation, marital status, military service and veteran status, disability, protected medical condition as defined by applicable state or local law, genetic information, or any other characteristic protected by applicable federal, state, or local laws and ordinances.

If you are a qualified applicant who requires reasonable accommodation to complete a job application, pre‑employment testing, a job interview or to otherwise participate in the hiring process, please contact [e-mail] for assistance.

Applicants must be currently authorized to work in the United States on a full‑time basis. The employer will not sponsor applicants for work visas.