Operations Coordinator

About Us

Commercial Oklahoma is the leading commercial real estate firm in Oklahoma and an alliance partner of Cushman & Wakefield. We combine deep local market expertise with the global resources, data, and standards of one of the world’s premier commercial real estate services firms. Our teams live and work in Oklahoma, allowing us to execute with speed, precision, and market insight. Our culture balances high performance with an emphasis on thoughtful process, self-development, and long-term growth, creating an environment where professionals are trusted to take ownership, continuously improve, and build lasting careers. Being a good neighbor and integrated into the community is core to Commercial Oklahoma. Our team annually participates in service and team building activities throughout Tulsa and Oklahoma City.

Role

This position is based in Commercial Oklahoma’s Tulsa office and serves as the office’s sole administrative support role. The Brokerage Coordinator manages day-to-day office operations and transaction administration, working closely with brokers, leadership and the bookkeeper. This is a fully in-office role.

The Brokerage Coordinator reports directly to the Managing Director.

Responsibilities

· Manage day-to-day operations of the Tulsa office, keeping shared spaces organized, stocked and ready for employees, clients and visitors.

· Answer and route phone calls, welcome visitors, and handle incoming mail, deliveries and outgoing shipments.

· Order and restock office and kitchen supplies, coordinate cleaning and maintenance, and serve as the local point of contact for office vendors.

· Coordinate phones, office equipment and basic technology needs, working with service providers to resolve issues and arrange repairs.

· Organize office meetings and events, including scheduling, conference room setup, refreshments and follow-up on open administrative items.

· Coordinate onboarding logistics for new brokers and employees, including paperwork, system access, phones, business cards, parking and office orientation.

· Collect and organize executed agreements, commission information and other documents required to process and close brokerage transactions.

· Prepare commission disbursement forms and complete deal packets, including invoices and payment records, for submission to the bookkeeper.

· Coordinate receipt and documentation of commission checks and wire payments, arrange check deposits, and distribute broker commission checks after approval.

· Communicate payment status to brokers, confirm commission splits and follow up on missing information with brokers and the bookkeeper.

· Maintain accurate transaction records in the Customer Relationship Management (CRM) and shared files, updating deal status and closing records as transactions are completed.

· Track outstanding commission payments and prepare updates for monthly review with brokers and leadership.

· Print, scan, copy and bind documents, including deal records, tour books, property materials and other items needed for meetings and client presentations.

· Maintain organized office and brokerage files, including property folders, agreements and completed transaction records.

· Coordinate property signage installation, removal and related vendor payments, including follow-up when listings close.

· Provide support to the marketing team, such as template and listing updates.

Qualifications

· At least three years of experience in office administration, brokerage support, transaction coordination or a related role.

· Experience in commercial real estate or another professional services environment is strongly preferred.

· Proficiency with Microsoft Office, including Outlook, Word, Excel and PowerPoint.

· Demonstrates a high level of integrity, professionalism, and discretion, with the ability to maintain strict confidentiality when handling sensitive financial, compensation, and business information.

· Comfort working with transaction documents, invoices, commission calculations and payment records, with close attention to accuracy.

· Strong organizational and follow-through skills, with the ability to manage competing requests and deadlines.

· Ability to work independently, anticipate office needs and take ownership of responsibilities with limited oversight.

· Strong written and verbal communication skills and a professional, service-oriented approach with brokers, clients and vendors.

· Sound judgment and discretion when handling confidential client, employee and financial information.

· Familiarity with CRM systems, shared document platforms and commercial real estate listing tools is preferred.

· Willingness to learn new systems and provide occasional support with basic marketing templates and listing updates.

Work Location: In person