Brokerage Assistant

This role serves as a Transaction and Deal Coordinator within a Markets Operations team, providing white-glove transaction support to a highly dynamic and successful team of brokers. The Brokerage Assistant acts as a key liaison between brokerage operations and corporate finance, contributing across operational and financial functions to help drive and grow revenue. The position offers broad exposure to all aspects of the commercial real estate business and close collaboration with local marketing, research, finance, and HR partners, as well as executive leadership.

• Act as the primary liaison between brokerage operations and corporate finance to ensure smooth coordination of activities and information flow.
• Provide outstanding customer service to the brokerage team, finance team, and external clients, maintaining a high standard of professionalism and responsiveness.
• Manage the brokerage pipeline with 100% accuracy, ensuring all deals and activities are properly tracked and updated.
• Review and submit commercial real estate deals for revenue recognition by collecting and validating all required documents and maintaining accurate lease databases and files.
• Maintain and update the leasing deal database, ensuring all new and historical data is complete, accurate, and current.
• Calculate and generate invoices upon request within 48 hours, ensuring accuracy and timely delivery.
• Process and validate all transactions within the internal brokerage database, ensuring data integrity and compliance with internal procedures.
• Provide regular reporting to brokerage leadership and local business support lines to support business development, revenue projections, and collections.
• Manage property marketing reimbursables by validating contracts, overseeing project tracking and billing, and managing accounts receivable related to these activities.
• Review and provide updates on key financial reporting in partnership with operations, brokerage, and finance leadership teams.
• Oversee accounts receivable management to support timely collections and accurate financial tracking.
• Collaborate with local marketing, research, finance, and HR partners, as well as executive leadership, to support broader business initiatives and operational improvements.
• Support brokers and the broader team with administrative and operational tasks as needed, ensuring deadlines are met and priorities are managed effectively.
• Learn and effectively use internal platforms and software tools to manage transactions, reporting, and documentation.
• Maintain discretion and professionalism when handling confidential and private information, ensuring compliance with internal standards and policies.

• Bachelor’s degree required.
• 2–3 years of relevant work experience in a professional company environment preferred.
• Strong proficiency with Microsoft Office Suite, including above-average Microsoft Excel skills.
• Proficiency with Adobe Acrobat.
• Ability to learn new software platforms and internal systems quickly.
• General knowledge of financial terms and principles, with the ability to calculate complex figures accurately.
• Demonstrated resourcefulness and a proactive, problem-solving mindset with strong attention to detail.
• Ability to adapt to strong personalities while maintaining a customer-focused work ethic.
• Comfort working in a fast-paced, dynamic environment with shifting priorities and multiple deadlines.
• Strong time management skills and the ability to work both independently and as part of a team.
• Excellent written and oral communication skills, including the ability to present complex information clearly to different audiences.
• Positive attitude and strong willingness to learn and take on new responsibilities.
• Ability to stay calm and composed under pressure and when dealing with multiple last-minute deadlines.
• High level of accountability, discretion, and professionalism when handling confidential and private information.

• Experience providing white-glove transaction support to brokers or similar client-facing teams.
• Experience managing brokerage pipelines and maintaining transaction or leasing databases.
• Background in commercial real estate, brokerage operations, or financial operations is advantageous.
• Experience with accounts receivable management, billing, and financial reporting.
• Prior experience supporting cross-functional teams, including operations, finance, marketing, and leadership.
• Demonstrated ability to manage reimbursable projects, including contract validation, project tracking, and billing.
• Comfort working with internal platforms and databases specific to brokerage or real estate environments.

This is a full-time role with a Monday through Friday schedule, offering two standard shifts: 8:00 AM to 4:30 PM or 9:00 AM to 5:30 PM. The position operates in a fast-paced, professional office environment within a commercial real estate setting, with frequent collaboration across brokerage, finance, marketing, research, HR, and executive leadership. The role requires a high level of responsiveness, accuracy, and attention to detail, particularly around deadlines and financial processes. There is no dedicated employee parking provided. The hiring process typically includes one virtual interview and one in-person interview. The environment emphasizes professionalism, accountability, and a customer-focused mindset, with a business-appropriate dress code consistent with a corporate office and client-facing responsibilities.

This is a Contract position based out of Menlo Park, CA.

The pay range for this position is $46.00 - $46.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Menlo Park,CA.

This position is anticipated to close on Aug 31, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.