Administrative Assistant

This is a part-time position averaging approximately 25 hours per week, with a consistent schedule established based on business needs.

JOB SUMMARY

The Administrative Assistant plays an integral role in supporting the Sales Department by providing administrative and clerical support that promotes efficient operations and a professional experience for both internal and external stakeholders. Working closely with all members of the sales team, this position is responsible for coordinating daily administrative activities, managing communications, maintaining accurate records, and supporting key sales processes. Through strong organization, attention to detail, and proactive support, the Administrative Assistant helps enhance productivity, streamline workflows, and contribute to the overall success of the department.

ESSENTIAL FUNCTIONS

• Provides administrative support to the Sales department to ensure seamless daily operations.
• Manages and updates sales lead activity, including lead intake, tracking and reporting within sales management systems.
• Prepares, edits, and distributes sales reports, meeting agendas, lease proposals, abstracts, lease documents and commission agreements.
• Assists with the preparation of marketing and sales materials for property listings and promotional efforts.
• Maintains organized filing systems for sales and leasing documentation, both electronic and physical records.
• Coordinates lease packages and submission processes, including obtaining approvals via Docu Sign.
• Serves as the primary point of contact for internal and external correspondence, ensuring timely communication with brokers, tenants and team members.
• Schedules and coordinates departmental meetings, conference calls, and virtual meetings.
• Manages and updates real estate broker and agent database while coordinating mailings and correspondence projects.
• Assists in processing sales tax exemption letters, employment verification reports, and lease approval tracking.
• Maintains and updates Sales department Standard Operating Procedures.

OTHER DUTIES

• Provides general office administrative support, including serving as a backup receptionist and assisting other departments as needed.
• Actively participates and contributes in any/all initiatives when requested and/or required.
• Conduct basic research and data compilation to support sales initiatives and decision-making.
• Conduct periodic audits of sales databases and records to ensure accuracy and completeness.

EDUCATION & EXPERIENCE

• High School Diploma or equivalent required.
• Associate’s degree or course work in business administration, office management or related field preferred.
• NYS Notary Certificate is preferred.
• A minimum of 2 years of administrative or clerical experience, preferably in a corporate or office setting.
• Experience with office management, customer service, or sales coordination is a plus.
• Proven communication and interpersonal skills, with the ability to interact effectively with internal and external stakeholders and executive leadership.

KNOWLEDGE, SKILLS & ABILITIES

• Knowledge of commercial real estate terminology, leasing processes, and sales operations.
• Basic understanding of financial tracking, lease agreements, and reporting functions in a sales environment.

• Applies strong organizational skills to manage complex commercial property files, development projects, and multiple deadlines.

• Pays close attention to detail to ensure accuracy in records, documentation, data entry, and reporting activities.
• Exercises discretion and maintains confidentiality when handling sensitive business, financial, and proprietary information.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and CRM systems such as Hub Spot or Deal Manager.
• Strong administrative and organizational skills with the ability to manage multiple tasks and deadlines.
• Excellent written and verbal communication skills for drafting correspondence, reports, and interacting with clients and team members.
• Strong attention to detail and accuracy in maintaining records, preparing documents, and updating sales data.
• Strong interpersonal skills to build and maintain positive relationships with internal teams, brokers, tenants, and clients.
• Problem-solving skills with the ability to anticipate needs and provide proactive administrative support.
• Strong time management skills to prioritize and complete tasks efficiently in a fast-paced environment.
• Familiarity with scheduling meetings, coordinating conference calls, and preparing meeting agendas.
• Ability to adapt to changing priorities and work under pressure to meet deadlines.
• Ability to work independently while also collaborating effectively with a team.
• Customer service mindset with a professional demeanour when interacting with clients and stakeholders.
• Ability to adapt to a fast paced and dynamic work environment.

PHYSICAL DEMANDS & WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential…