NAI Northern California is a commercial real estate brokerage with offices located in San Francisco, Oakland, and San Jose.
We are seeking an Real Estate Administrative Assistant to join our Brokerage team and provide leadership, support, and operational expertise to drive business initiatives forward. The ideal candidate will have experience in the commercial real estate industry or prior experience as an Office Manager or Executive Assistant.
This position will be responsible for prioritizing projects to meet multiple deadlines in a fast-paced, team-oriented environment with direction from the Chief Operations Officer to lead company policies, procedures, and best practices. May take on responsibility for specific portions of larger, more complex projects. Attention to detail and higher level service is crucial. This role will have a thorough understanding of all NAI Northern California processes, protocols and software to ensure the teams are well-trained and compliant while sharing best practices from across the region. The Real Estate Administrative Assistant acts as a liaison between multiple departments and disciplines. The Real Estate Administrative Assistant can think strategically about the changing needs of the business, identifying opportunities for process improvement.
The role provides a unique opportunity with exposure to all aspects of the business in an excelling market with high visibility. We promote an organizational culture of trust and teamwork, build an inclusive work environment that embraces diversity, and elevate our people to achieve business growth.

QUALIFICATIONS:

• Must be located physically in the Bay Area, California
• Real estate industry support or an understanding of the Real Estate business is a plus
• Bachelor’s or Associate’s Degree preferred, but not required
• Minimum three years of business experience
• Salesforce experience a plus
• HR experience preferable
• Commitment to high professional ethical standards
• Polished and professional, must work with integrity and confidentiality
• Work enthusiastically in a team atmosphere, promoting collaboration and idea sharing verbally and through action
• Strong organizational, interpersonal and communication skills
• Demonstrated capacity to multi-task in a fast-paced, professional environment
• Must be an extension of the principal and handle situations proactively and intuitively
• Must be flexible and highly motivated with a willingness to take initiative
• Ensure that strong attention to detail is maintained at every level
• Interpersonal savvy – relates well to all kinds of people, up, down, sideways, inside and outside the organization and uses tact and diplomacy
• Excellent letter/email writing ability including strong proofreading and editing capabilities
• Optimistic and outgoing personality, excellent follow through, must be a taskmaster
• Develop effective and constructive solutions to challenges and obstacles with the ability to complete projects on time with diverse teammates
• Demonstrate advanced proficiency in Google Workspace Apps, as well as have the ability to command company specific software and databases
• Learning on the fly – learn quickly when facing new problems, open to change, quickly grasps the essence/underlying structure of anything, enjoys the challenge of unfamiliar tasks

A LITTLE MORE ABOUT US:

NAI Northern California is the local representation of NAI Global - the largest Commercial Real Estate Brokerage Network in the world with 400+ offices worldwide and over 7,000 professionals. NAI is a global “Top 5” Commercial Real Estate Company dedicated to having the most successful, productive, and happy teams in the industry.
The collaborative, tech-forward culture we have grown in Northern California is a major competitive advantage that will expedite your success. We have fun often and laugh easily, and yet we are at the top of our game and deliver the highest quality to our customers and clients. Take us seriously when we say our sights are focused upon gaining market share and doing what it takes to be really successful - and carving a name for ourselves in the San Francisco Bay Area.
We’re an entrepreneurial, inclusive culture. We succeed together—when we support each other, learning together and celebrating our success.
Competitive salary and up to 70% medical benefits package.

• Work directly with the COO
• Perform HR duties (hiring, onboarding, training and development, offboarding)
• Partner with Accounting dept to achieve budget, annual financial and operational goals
• Review commissions to ensure all cash received is accounted for and paid out on a timely basis
• Assist with business support function activities for brokers
• Contract review oversight: Purchase agreements, closing statements, disclosures, etc.
• Liaison regarding any IT or TC issues
• Work effectively with all areas of the company (marketing, recruitment, finance, etc)
• Ensure compliance with all company policies and DRE regulations
• Be up to speed with any and all legal issues that may arise, including E&O
• Maintain required competencies around all required software including, but not limited to, Adobe Creative Cloud (includes InDesign, Photoshop, Adobe Acrobat Pro), Google Suite, Salesforce, Intelius, Ring Central, and others as required
• Implementation of additional learning opportunities for self and team
• Assist with overall corporate culture, reward & recognition programs, mentor programs, events, and employee engagement initiatives
• Communicate to management operational issues needing attention and provide recommendations for resolution, identify process improvements and be solution-oriented
• Attend and lead virtual departmental meetings as required
• Interface, coordinate and manage infrastructure activity to meet business needs and complete projects and priorities
• Coordinate office meetings and events
• Recognize the broader implications of a project and identify all that should be done, not just what was assigned
• Assist the team with the development and implementation of its strategic business/marketing plan
• Assists with the development and implementation of procedures and best practices to support business unit needs (brokerage, property management, project management, HR, marketing, research & finance)