Salesforce Administrator & Data Specialist

Marcus & Millichap•Oakbrook Terrace, IL

6d•$30 - $33•Onsite

About The Position

A top-producing commercial real estate investment sales team at Marcus & Millichap is seeking a Salesforce Administrator & Data Specialist for its Chicago Oak Brook office. The role administers the team’s Salesforce-based CRM and connected data workflows, including automation, data quality, reports, dashboards, integrations, controlled imports, and possible data migration. It supports the brokerage process across contacts, properties, ownership, deals, proposals, interested parties, and tasks. Working with brokers, marketing, and operations, the specialist turns lead and transaction activity from listing platforms and internal systems into governed CRM records, decision-ready analysis, and repeatable workflows. This is a hands-on Salesforce, data, and research position for someone with practical CRM administration experience who can learn brokerage operations, manage detail-heavy work, and grow into broader Salesforce and automation responsibility. The hourly pay range is $30.00–$33.18. Actual pay depends on factors such as education, experience, and job-related skills. The position requires permanent U.S. work authorization without current or future employer visa sponsorship.

Requirements

At least one year of hands-on Salesforce or comparable CRM administration or data-operations experience, including reports, imports and exports, data quality, and business-process support.
Salesforce Administrator certification or Trailhead coursework.
Experience with Salesforce reports, flows, and user setup.
Strong Excel skills, including sorting, filtering, and lookups.
Careful data handling, including reviewing changes before making them and never deleting without approval.
Comfort following written step-by-step procedures and learning new software.
Clear communication skills and ability to manage requests from multiple agents and collaborate with brokers, marketing, finance, escrow, and outside vendors.
Strong problem-solving skills and attention to detail, with the ability to understand workflows from data entry through reporting, automation, downstream documents, and user follow-up.
Working knowledge of Salesforce Flow or comparable workflow automation, including safely testing changes in a sandbox before deployment.
Authorization to work in the United States permanently without employer sponsorship now or in the future.

Nice To Haves

Experience with REST APIs, Python scripting, or similar tools for data integration, quality checks, and workflow automation.
Basic commercial real estate experience and/or familiarity with CoStar, Crexi, or LoopNet.
Familiarity with Constant Contact.
Comfort using AI tools such as Claude or ChatGPT.
Proficiency in the M365 suite.
Associate’s or bachelor’s degree, or equivalent experience.

Responsibilities

Scope and track agent requests, evaluate new data tools, and help with general administrative tasks as needed.
Build, maintain, and monitor Salesforce Flows, validation rules, alerts, and other declarative automation.
Use approved APIs, Python, and AI-assisted tools for repeatable data and document workflows, with documented dependencies, error handling, and recovery steps.
Import and reconcile lead, contact, property, and activity data from Crexi, CoStar, LoopNet, MNet, Buildout, website forms, and other approved sources.
Clean up and maintain CRM data, including managing duplicates, synchronizing related records, keeping contact information formatted and current, and maintaining active buyer criteria, marketing email lists, and CRM storage.
Research comparable sales and property ownership, including tracing LLCs and trusts to their principals, and keep property records up to date.
Administer Salesforce by configuring fields, page layouts, list views, automation, and alerts to support agent workflows.
Manage users, security, and permissions; test changes in a sandbox; prepare for Salesforce release updates; and run regular data backups.
Build and maintain reports and dashboards for agents and weekly team meetings.
Support marketing with contact lists, email templates, targeted campaigns, and seasonal client mailings.
Maintain process documentation, data dictionaries, field mappings, test plans, and operating procedures.
Train users, troubleshoot failures, and serve as the team’s primary coordinator with connected systems.
Perform general administrative duties as needed.