Administrative Assistant – Sales Department Support

Job Description

Administrative Assistant | Uniland Development Company

The Tone:
This is an Administrative Assistant position at Uniland Development Company, located in an in-office environment. This role is crucial for the Sales Department, which operates within a development company focused on commercial real estate. The Administrative Assistant provides essential administrative and clerical support, ensuring smooth operations and a professional experience for all stakeholders. This support enhances productivity, streamlines workflows, and directly contributes to the department’s overall success.

The TL;DR
• Role: Administrative Assistant
• Type: Full-time
• Location: In-person, Buffalo, NY
• Pay: $22–$24 hourly
• Team: Supports the Sales Department team.
• Mission: To enhance productivity and streamline workflows for the Sales Department by providing proactive administrative and clerical support.
• Tech Stack: Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), CRM systems (HubSpot, Deal Manager), DocuSign.

What You’ll Actually Do
• Operational Support: Provide comprehensive administrative and clerical support to the Sales department, ensuring efficient daily operations and a professional experience for internal and external stakeholders.
• Sales Data Management: Manage and update sales lead activity, including lead intake, tracking, reporting, and conducting periodic audits within sales management systems and databases.
• Document Preparation: Prepare, edit, and distribute a range of critical sales and leasing documents such as reports, meeting agendas, lease proposals, abstracts, and commission agreements.
• Communication & Coordination: Serve as the primary point of contact for internal and external correspondence, scheduling departmental meetings, conference calls, and virtual meetings, and coordinating mailings.
• Record Keeping & Processing: Maintain organized filing systems for sales and leasing documentation, both electronic and physical, and assist in processing lease packages, approvals, and sales tax exemption letters.

The Must-Haves
• Background: High School Diploma or equivalent required, with foundational knowledge in administrative or clerical support processes.
• Experience: A minimum of 2 years of administrative or clerical experience, preferably gained in a corporate or office setting.
• Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and experience with CRM systems such as HubSpot or Deal Manager; strong administrative, organizational, and time management skills with acute attention to detail and accuracy; excellent written and verbal communication skills; ability to exercise discretion and maintain confidentiality.
• Bonus: Associate’s degree or coursework in business administration, office management, or a related field; NYS Notary Certificate; prior experience with office management, customer service, or sales coordination; basic understanding of commercial real estate terminology, leasing processes, or sales operations.