Office/Sales Administrative Assistant

Description

Office & Sales Administrator The Office & Sales Administrator provides direct administrative support to the Market Leader and broader HCRE Pittsburgh office. This position is designed to ensure the smooth operation of day-to-day brokerage and office functions, supporting sales, marketing, and operational initiatives. They are a central administrative figure who provides stability and executional support for brokers and staff. This position reports directly to the Market Leader, and in tandem with the Director of Marketing & Sales Operations to support officewide execution.Key Responsibilities

• Coordinate internal office meetings and sales meetings; manage room setup, agendas, and follow-ups.
• Support accounts payable and receivable functions, invoice entry, check deposits, and agent billing inquiries.
• Serve as backup for marketing execution tasks as needed.
• Maintain office records, systems, and critical documents.
• Provide high-level administrative support to the Market Leader, including scheduling, reporting, and follow-ups.
• Maintain office systems and supplies, coordinate repairs, and assist with new agent onboarding.
• Manage incoming deal documentation, file organization, and internal CRM updates.
• Prepare business reports and assist with business planning deliverables.
• Support VP of Marketing & Sales Operations as needed with sales and marketing execution.
• Track agent production and manage back-end commission processes in coordination with Accounting.
• Coordinate internal recognition efforts, including birthdays, team milestones, anniversaries, and gifts.
• Process and track Independent Contractor Agreements (ICAs), licensing renewals, and office compliance documentation.
• Coordinate software enrollment and training support for all office tools (CRM, marketing platforms, etc.).
• Support listing and transaction coordination: CRM updates, signage coordination, and tracking of marketing and deal milestones.

Requirements

Real Knowledge. Local and Global Partnerships. Sound Solutions.

• High degree of professionalism and discretion with confidential information.
• Familiarity with commercial real estate concepts and/or willingness to learn.
• Clear written and verbal communication skills.
• Proficiency with Microsoft Office (Excel, Word, Outlook, PowerPoint), Adobe (Acrobat Pro), and Teams.
• High emotional intelligence; calm and resourceful under pressure.
• Ability to work independently, prioritize tasks, and manage competing demands.
• Strong administrative and organizational skills with attention to detail.
• Positive, team-oriented mindset and willingness to support colleagues.
• Experience with CRM, e-signature tools, and marketing platforms is preferred.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance