Sales Administrator

Aston Carter•Indianapolis, IN

1d•$35 - $40•Onsite

About The Position

This contract Sales Administrator / Transaction Manager role supports a high-volume commercial brokerage team in the Indianapolis office. You will manage lease transactions, create and update marketing materials using Adobe Creative Suite, and provide operational and organizational support to a team of brokers. The position is initially a contract assignment providing maternity leave coverage, with potential to transition to a full-time role. You will work on-site Monday through Friday, collaborating closely with brokers and internal partners in a fast-paced, client-facing environment that is fun, dynamic, inclusive, and highly collaborative.

Requirements

Minimum of 2 years of experience in an administrative, sales administration, or similar support role, preferably in a fast-paced professional environment.
At least 3 years of commercial real estate transaction or leasing experience.
Strong proficiency with Adobe Creative Suite, including InDesign, Photoshop, and Illustrator, with the ability to make quick and accurate updates to existing templates.
Demonstrated ability to perform easy photo editing tasks, such as swapping images and removing elements from photos.
Experience supporting brokerage operations, brokerage sales, or account management functions.
Strong organizational skills with the ability to manage multiple priorities, meet deadlines, and maintain accurate tracking of deals and transactions.
High proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
Ability to quickly learn and adapt to new software platforms and proprietary systems.
Excellent written and verbal communication skills, including the ability to prepare clear lease summaries, abstracts, and client-ready documents.
Strong project management abilities, including planning, prioritizing, and executing tasks both independently and as part of a team.
Proven client service orientation with the ability to operate effectively in a high-volume, client-facing environment.
Attention to detail and a thorough, detail-oriented approach to reviewing documents and deliverables.
Ability to maintain professionalism and discretion when handling confidential information.
Comfort working in a fast-paced, dynamic, and inclusive environment with multiple stakeholders.

Nice To Haves

Experience in commercial real estate brokerage, leasing, or transaction management is preferred.
Demonstrated commitment to client service excellence, including strong negotiation, leasing, and interpersonal capabilities.
Ability to build productive relationships and interact effectively with business partners and clients at all organizational levels.
Experience working in diverse, collaborative, and fast-paced professional environments.
Resourceful, proactive, and positive mindset with a strong commitment to personal growth and development.
Strong proofreading and editing skills to ensure accuracy and quality in all marketing and transaction-related documents.
Administrative experience, including managing calendars, documentation, and internal coordination, is highly desirable.
Open to candidates with strong organizational skills and proven Adobe Creative Suite experience, even without prior real estate experience.

Responsibilities

Manage lease transactions from initiation through completion while supporting business growth and strong client relationships.
Assume key transaction responsibilities and provide market advice to clients in coordination with the brokerage team.
Handle a high volume of lease transactions and regularly report status updates to clients.
Attend recurring client meetings and conference calls to discuss transaction progress and address client needs.
Select and manage co-brokers for lease transactions and coordinate analyst responsibilities throughout the deal process.
Review lease documents and prepare clear, accurate lease summaries and abstracts as part of the due diligence process.
Gather and evaluate real estate market and property data by researching markets, companies, landlords, and potential subtenants.
Work on and direct special projects and assignments as needed to support the brokerage and transaction management function.
Prepare commission invoices and accurately track transactions using proprietary software programs.
Create, update, and refine marketing materials, including pitches and marketing books, using Adobe InDesign, Photoshop, and Illustrator.
Perform easy updates to existing templates, including swapping text and photos, and executing simple photoshopping requests such as removing elements from images.
Spend approximately 60–70% of your time developing pitches and marketing books and collaborating with team resources on marketing deliverables.
Dedicate approximately 30–40% of your time to operational and organizational activities, including internal tracking of deals and coordination with brokers.
Provide administrative support to a team of approximately eight brokers, ensuring organized documentation, timely follow-up, and smooth workflow.
Collaborate with other representation teams on additional projects when needed.
Maintain accurate records of brokerage operations, sales activities, and account management tasks.
Ensure all deliverables meet high standards of accuracy, quality, and professionalism through careful proofreading and editing.
Communicate effectively with internal stakeholders and external clients at all organizational levels, maintaining strong, productive relationships.
Handle confidential and private information with discretion and professionalism.
Work both independently and as part of a collaborative team, occasionally supervising or managing the workload of the broader team as required.