Administrative Assistant
$45,760–$49,920 year
On-siteAmherst, New York, United States
Job Summary
Coordinate daily administrative activities for the Sales Department, including managing sales lead intake, tracking, and reporting within CRM systems. Prepare and distribute sales reports, meeting agendas, lease proposals, and commission agreements while maintaining organized electronic and physical filing systems. Serve as the primary contact for internal and external correspondence, scheduling departmental meetings and coordinating lease package submissions. This part-time role averages 25 hours per week with a consistent schedule based on business needs. Applicants must be legally authorized to work in the United States; no visa sponsorship is available.
Required Qualifications
- High School Diploma or equivalent
- A minimum of 2 years of administrative or clerical experience
- Applicants must be legally authorized to work in the United States at the time of hire
- No visa sponsorship is available for this position
Desired Qualifications
- Associate's degree or course work in business administration, office management or related field
- NYS Notary Certificate
- Experience with office management, customer service, or sales coordination
- Proven communication and interpersonal skills, with the ability to interact effectively with internal and external stakeholders and executive leadership
- 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
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and CRM systems such as HubSpot 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
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