Office Administrator

You will be working for a leading commercial real estate firm headquartered in Cleveland, Ohio. We’re hiring our first Virtual Assistant to support our brokerage teams in retail, industrial, office, and investment sales with critical administrative, marketing, and operational tasks.

You’ll report to our Operations Director and work closely with brokers to streamline repeatable workflows, enhance lead tracking, improve marketing execution, and keep things organized behind the scenes—so our agents can focus on deals.

Key Responsibilities

Marketing Support
• Create and send property e-blasts to brokers and prospects
• Create tour books and presentation materials to support property showings.
• Assist with graphic templates

Lead & CRM Management
• Monitor CREXI daily to flag potential buyer/investor activity and share with Investment Sales.
• Distribute and log all inbound web and phone leads.
• Log all inbound and outbound calls in Delius (CRM).
• Build and maintain prospect databases in Excel and Dealius for broker outreach campaigns.

Administrative Operations
• Answer all incoming calls and respond to after-hours voicemails.
• Manage the “info” shared company email inbox.
• Order business cards, coordinate meeting logistics, and reserve conference rooms.
• Complete admin tasks such as editing PDFs, typing notes, ordering lunch, and formatting documents.
• Organize digital files and folders for broker teams.
• Support various repeatable, scalable tasks to increase broker efficiency—responsibilities will evolve as the role grows.

Systems You'll Use
• Microsoft Suite, Asana, CREXI, CoStar, Dealius, Excel, ChatGPT (and other AI tools), LinkedIn.

Qualifications
• Bachelor’s degree in Business, Marketing, Communications, or related field.
• 5-7+ years experience in an administrative, executive assistant, or operations support role.
• English fluency (written and verbal).
• Strong attention to detail and highly organized.
• Self-starter with strong communication and time management skills.
• Comfortable learning and using new software tools.
• Must be able to work Monday to Friday during U.S. Eastern Time Zone hours.

Preferred Qualifications
• Prior experience in commercial real estate, especially in the U.S. market.
• Experience coordinating marketing, presentations, or client-facing communications.

What We Offer
• Stable opportunity with a respected U.S. commercial real estate firm.
• Training, mentorship, and tools to grow within the company.
• Collaborative team culture that values initiative, accuracy, and improvement.
• Opportunity to shape your role as we expand our virtual support function.