Commercial Real Estate Executive Assistant

Commercial Real Estate Virtual Assistant

Prefer use 10 AP for this application.

We are seeking a detail-oriented and proactive Virtual Assistant to support our commercial real estate operations. The ideal candidate will have strong organizational skills, excellent communication, and experience in salesforce, Microsoft products and attention to detail.

Key Responsibilities:

Assist with real estate operation tasks, including scheduling, document management, and client communication.
Maintain accurate financial records, process invoices, and track expenses.
Prepare reports, spreadsheets, and presentations as needed.
Conduct market research and organize property data.
Provide general administrative support to the executive and team.

Requirements:

Proven experience in real estate, property management, or a similar field.
Proficiency in bookkeeping software (e.g., QuickBooks) and Microsoft Office/Google Workspace.
Strong attention to detail and ability to meet deadlines.
Excellent written and verbal communication skills.
Reliable internet connection and ability to work remotely.

Preferred Skills:

Familiarity with real estate management platforms (e.g., CoStar, LoopNet).
Knowledge of lease agreements and real estate terminology.
If you are a self-starter with a passion for real estate and administrative, bookkeeping excellence, we'd love to hear from you!

Daily Tasks:

Schedule Tasks:

Organize and prioritize daily activities.

Confirm all meetings and appointments, including Monday staff meetings and the principal broker’s meetings for the day and week.

Update and maintain CRM system:

Input new leads and client data with notes and direction from the broker.

Track follow-up schedules and reminders.

Generate reports on client interactions.

Clean and organize CRM data (removing duplicates, verifying info).

Address any unscheduled tasks as needed.

Weekly Tasks:

Update Listings:

Platforms: CoStar, Nordlund website, MLS.

Process:

Verify current property statuses.

Update property details and availability.

Ensure consistency across all platforms.


PR and Communication:

Media Resources:

Compile data on new completed deals.

Draft and distribute press releases.

Property Lists:

Create and send updated property lists via Constant Contact email campaigns.

Reporting:

Send Monday CRM reports to the team.

Distribute a firm-wide deal sheet.

New Listings:

Data Collection:

Gather essential property details and high-quality images.

Schedule photographers or conduct on-site visits.

Utilize photos and video walkthroughs.

Marketing Materials:

Ensure compliance with Nordlund brand guidelines.

Platform Entries:

Enter new listings into CoStar and the Nordlund website.

Verify accuracy and completeness.

Schedule property email blasts.

CoStar Research:

Broker List Compilation:

Identify and compile a list of brokers specializing in Tenant Rep, Landlord Rep, Industrial, Office, and Multifamily.

Enter and segment data in CRM for targeted campaigns.

Property Owner Outreach:

Collect data on property owners within a 5-mile radius of deals.

Draft personalized letters for collaboration or acquisitions.

Set up CRM tasks for broker calls.

Lead Management:

LoopNet Monitoring:

Track new leads daily.

Enter lead details (type, property, and specifics) into CRM promptly.

Monthly Tasks:

Newsletter Creation:

Gather content (market trends, company news, success stories).

Distribute via email and post on social media.

Communication and Reporting:

Daily Check-ins:

Quick meeting to review tasks and priorities.

Address urgent issues or updates.

Weekly Report:

Summary of completed tasks.

Update on pending items.

Highlight issues needing attention.

Monthly Review:

Detailed report of activities.

Performance metrics (e.g., social media engagement, lead conversion).

Strategic planning for the next month.

Tools and Resources:

CRM: Salesforce.

Social Media Management: Meta, CRE Launcher.

Design Tools: Canva.

Training and Support:

Initial Training:

Introduction to Nordlund’s mission, values, and service philosophy.

Platform and tool training.

SOP walkthrough.

Ongoing Support:

Regular check-ins for feedback and support.

Access to continuous learning opportunities.

Standard Operating Procedures (SOPs):

Update Listings SOP:

Access CoStar, Nordlund website.

Make updates and publish changes.

New Listing Data Collection SOP:

Contact owners, obtain details, and schedule photos.

Create floor plans and marketing materials.

Platform Entry SOP:

Log into CoStar and Nordlund website.

Ensure accuracy of listing details.

Broker List Compilation SOP:

Use CoStar to identify brokers.

Maintain and segment an updated CRM list.

Lead Management SOP:

Check website and LoopNet for new leads.

Enter details into CRM and assign follow-ups.

VA Tasks:

Complete and update the daily sheet on a shared document for tracking and transparency.