Sales Administrative Assistant

Sales Administrative Assistant

Employment Type: Full-time, Independent Contractor

Work Model: Fully Remote (Sourcing: South Africa preferred; LATAM & Philippines also considered)

Work Hours: Dedicated US Business Hours Alignment

Target Industry: Property Management & Commercial Real Estate

Reports To: Company Founder / Managing Director

About the Company

Our client is the founder of a fast-growing, U.S.-based property management enterprise. With extensive experience successfully building and leading global offshore teams, they are seeking a highly reliable, detail-oriented Sales Administrative Assistant to streamline business development operations. This seat is designed to remove routine data entry, pipeline maintenance, and administrative bottlenecks from leadership, freeing company executives to focus directly on portfolio growth and high-level client acquisition.

Role Summary

We are seeking a sharp, process-driven Sales Administrative Assistant to anchor our business development operations. In this role, you will manage day-to-day CRM hygiene, execute online lead research, maintain complex data spreadsheets, and organize digital document repositories.

This is primarily an administrative and operational support seat that requires exceptional accuracy and speed. While the majority of your time will be spent maintaining backend data systems and drafting business communications, you will also handle occasional inbound phone calls with professional poise and warmth.

Key Responsibilities

1. Data Integrity & CRM Administration

• CRM Record Architecture: Build, populate, and continuously update property, owner, and prospective account records within the company CRM using online research and lead data.

• Database Maintenance: Execute rapid, zero-error data entry across Microsoft Excel and Google Sheets, auditing records to eliminate duplicates and outdated contact info.

• Pipeline Support: Track prospective client touchpoints, ensure follow-up tasks are correctly assigned, and maintain a clean digital workspace for the sales team.

2. Document Organization & General Administration

• Digital Asset Hygiene: Systematically file, catalog, and archive property agreements, owner contracts, vendor notices, and business development records inside cloud storage directories.

• Written Communication: Draft clear, well-judged administrative notices, simple email correspondence, and business development communications matching brand guidelines.

• Inbound Call Coverage: Professionally field occasional incoming phone calls, gathering key inquiry details, screening callers, and routing messages promptly to internal stakeholders.

3. Operational Coordination

• Support the Founder and executive team with ad-hoc business development projects, research tasks, and daily administrative needs as the property portfolio expands.

Required Skills & Qualifications

• Professional Background: 2+ years of hands-on experience as an Administrative Assistant, Sales Assistant, Data Entry Specialist, or Executive Virtual Assistant.

• Technical Proficiency: Strong hands-on expertise with Microsoft Excel / Google Sheets (data sorting, filtering, formulas) and modern CRM platforms (e.g., HubSpot, Salesforce, or real estate CRMs).

• Communication Mastery: Outstanding written and verbal English communication skills. You must sound warm, professional, and articulate when answering phone inquiries or drafting emails.

• Meticulous Attention to Detail: Exceptional accuracy when inputting numerical values, client names, and property details—you catch data inconsistencies before they cause operational errors.

• Operational Autonomy: High agency and work ethic. You excel at working independently, prioritizing tasks efficiently, and maintaining high output in a fast-paced remote environment.

Preferred Qualifications

• Prior administrative experience within Property Management, Commercial Real Estate, Leasing, or Real Estate Development.

• Familiarity with property management software tools (e.g., AppFolio, Buildium, Yardi, or RealPage).