About Keyser
Keyser is a commercial real estate advisory firm exclusively representing tenants and business occupiers. Our brokers help companies make important real estate decisions involving relocations, renewals, expansions, consolidations, acquisitions and dispositions.
We believe brokers should spend their time where they create the most value: building relationships, advising clients, developing strategy and negotiating great outcomes.
The Transaction Coordinator helps make that possible.
This role works alongside Keyser's brokers to keep transactions organized, accurate and moving forward from initial requirement through execution and closeout.
Why This Role Matters
Commercial real estate transactions involve a tremendous number of moving pieces.
Property information, tours, proposals, financial comparisons, documents, deadlines, client communication, brokers, landlords, attorneys and internal teams all need to stay coordinated.
The Transaction Coordinator creates leverage for our brokers by owning the process and details surrounding the transaction.
The broker owns the client relationship, strategy and negotiation.
The Transaction Coordinator owns much of the organization, preparation, tracking, coordination and follow-through that allows the broker to execute exceptionally well.
What You'll Do
Transaction Support
- Support brokers throughout the full lifecycle of commercial real estate transactions.
- Maintain transaction timelines, critical dates, milestones and outstanding action items.
- Track active client requirements and ensure transaction information remains current and organized.
- Prepare property surveys, availability reports, site-selection matrices and property comparison materials.
- Create tour books, tour schedules, maps, property summaries and other materials needed for client tours.
- Coordinate property tours and communicate logistical details with brokers, listing teams and internal team members.
- Organize and summarize property information received from landlords and listing brokers.
- Assist brokers with preparation of RFPs, proposals, counterproposals and related transaction materials.
- Track proposal activity and maintain organized records of deal terms and revisions.
- Prepare summaries and comparisons of business terms for broker review.
- Assist with lease abstracts and transaction summaries as appropriate.
- Maintain organized electronic deal files containing proposals, agreements, correspondence, executed documents and other transaction records.
- Track outstanding documents, signatures and information needed to keep transactions moving.
- Assist with transaction closeout and ensure required documentation is complete and properly stored.
Broker Support
- Anticipate what brokers need next rather than waiting for every task to be assigned.
- Prepare brokers for client meetings, tours, presentations and transaction discussions.
- Create agendas, meeting materials and supporting documentation.
- Capture action items and help ensure appropriate follow-up occurs after meetings.
- Coordinate information between brokers, clients, landlords, listing brokers, attorneys, project managers, researchers and other transaction participants.
- Help brokers manage multiple active assignments without losing visibility into deadlines or deliverables.
- Follow up on outstanding information and deliverables at the broker's direction.
- Maintain a clear view of transaction status so brokers can quickly understand what has happened, what is outstanding and what needs attention next.
CRM & Pipeline Management
- Maintain accurate and current transaction information in Salesforce.
- Create and update opportunities, requirements, contacts, companies, properties, transaction stages and related information.
- Ensure broker activity, next steps and key transaction information are captured consistently.
- Maintain strong CRM discipline across supported brokerage teams.
- Assist in maintaining pipeline reporting and transaction activity reports.
- Identify missing or outdated information and proactively work with brokers to keep records current.
Transaction Administration & Closing
- Coordinate transaction documentation required for internal compliance and closing.
- Assist with commission documentation, commission calculations and transaction reporting.
- Maintain executed agreements and required transaction records.
- Coordinate closed-deal documentation with accounting and operations.
- Help ensure transaction files meet Keyser and regulatory documentation requirements.
- Maintain confidentiality and accuracy when handling client, financial and transaction information.
Research & Client Deliverables
- Research properties, ownership information, market activity and other transaction-related information as requested.
- Work with research resources and brokerage databases to gather information needed for active assignments.
- Create clear, professional client-facing reports and presentations using established Keyser templates.
- Assist brokers with pitch materials, qualifications packages and business-development presentations when needed.
- Proofread client-facing materials and confirm data accuracy before delivery.
Marketing Support
Marketing is a supporting responsibility of this role rather than its primary function.
The Transaction Coordinator may:
- Update broker biographies, case studies and transaction experience.
- Assist with basic presentation and proposal formatting.
- Coordinate simple client announcements or transaction-related marketing materials.
- Work with the marketing team when more sophisticated design or campaign support is required.
The goal is not for this person to become the brokerage team's graphic designer or social media manager.
Their primary responsibility is helping brokers execute transactions exceptionally well.
What We're Looking For
The ideal candidate has 2 to 4 years of commercial real estate, brokerage support, transaction coordination, legal, title, escrow, professional services or similar experience.
Commercial real estate experience is strongly preferred.
We are looking for someone who:
- Is exceptionally organized and detail-oriented.
- Can manage many simultaneous deadlines without losing track of details.
- Understands that follow-through is just as important as starting a task.
- Is comfortable working with multiple brokers and competing priorities.
- Communicates clearly and professionally with clients and outside parties.
- Can take incomplete information and organize it into something useful.
- Is comfortable working with numbers, business terms and basic financial information.
- Learns quickly and wants to understand how commercial real estate transactions actually work.
- Takes ownership of problems rather than simply identifying them.
- Has strong judgment regarding confidential information.
- Is highly proficient with Microsoft Excel, PowerPoint, Word and Outlook.
- Is comfortable learning and working extensively within Salesforce and other commercial real estate technology platforms.
Experience with CoStar, Salesforce, Adobe Creative Suite, CRE databases, lease abstracts, transaction management systems or commercial brokerage is highly valuable.
Real Estate License
An active Arizona real estate license is strongly preferred and may restrict the transaction activities able to be assigned to this position.
All licensed activities will be performed under appropriate broker supervision and in accordance with applicable requirements.
The Person Who Will Thrive Here
You are the person who naturally asks:
What's next?
You like keeping moving pieces organized.
You notice when something has not been followed up on.
You remember that a proposal was supposed to come back Tuesday.
You see that three properties are missing information before the broker has to ask.
You understand that excellent support does not mean simply taking orders. It means understanding the objective well enough to anticipate what needs to happen next.
You enjoy being part of the deal.
You do not necessarily need to be the person leading the negotiation, but you like knowing that the transaction ran better because you were involved.
What Success Looks Like
Success in this position means:
- Brokers have more capacity for clients, strategy and business development.
- Transactions are organized and moving forward.
- Critical dates and action items do not get missed.
- Salesforce accurately reflects what is happening in the business.
- Client deliverables are professional and accurate.
- Transaction files are complete.
- Follow-up happens consistently.
- Brokers trust the Transaction Coordinator enough to delegate meaningful pieces of the transaction process.
- Clients experience a highly organized, responsive and professional Keyser team.
Ultimately, this role should make every broker it supports more productive, more organized and better able to serve clients.
Pay: $55,000.00 - $70,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
