Office/Sales Administrative Assistant

Hanna Commercial Real Estate

Real Knowledge. Local and Global Partnerships. Sound Solutions.

Hanna Commercial Real Estate (“HCRE”) is rooted in the history of this region. Our legacy in Pittsburgh real estate spans nearly 90 years through various companies & names, culminating with the merger of Langholz Wilson Ellis, Inc., and Howard Hanna Commercial. Our affiliation with Howard Hanna Real Estate Services, the third largest real estate company in the country, offers products, knowledge, and resources to help you achieve unlimited potential.

HCRE is an active participant in the ever-changing perspective of commercial real estate. Entrepreneurial in culture, HCRE has not only survived but thrived by delivering personalized service, in a responsive manner, to the needs of our clients. Our specialty disciplines include Retail, Office, Land, Industrial, Land, Investment, Consulting and general commercial sales. HCRE Pittsburgh is a licensed broker in Pennsylvania and West Virgina (with offices in Pittsburgh, PA and Morgantown, WV), with the ability to practice across the globe using our robust referral networks.

Our greatest asset is our people, who have been entrusted with the responsibility of maintaining the integrity of HCRE. Our unique structure creates an environment in which our agents and staff work collaboratively as part of our team-focused culture, to ensure we are merging excellent performance and energy to each client requirement.

Office & Sales Administrator
                                     
The Office & Sales Administrator provides direct administrative support to the Market Leader and broader HCRE Pittsburgh office. This position is designed to ensure the smooth operation of day-to-day brokerage and office functions, supporting sales, marketing, and operational initiatives. They are a central administrative figure who provides stability and executional support for brokers and staff. This position reports directly to the Market Leader, and in tandem with the Director of Marketing & Sales Operations to support officewide execution.

Key Responsibilities

• Provide high-level administrative support to the Market Leader, including scheduling, reporting, and follow-ups.
• Support listing and transaction coordination: CRM updates, signage coordination, and tracking of marketing and deal milestones.
• Manage incoming deal documentation, file organization, and internal CRM updates.
• Support accounts payable and receivable functions, invoice entry, check deposits, and agent billing inquiries.
• Coordinate internal office meetings and sales meetings; manage room setup, agendas, and follow-ups.
• Process and track Independent Contractor Agreements (ICAs), licensing renewals, and office compliance documentation.
• Prepare business reports and assist with business planning deliverables.
• Maintain office systems and supplies, coordinate repairs, and assist with new agent onboarding.
• Track agent production and manage back-end commission processes in coordination with Accounting.
• Coordinate internal recognition efforts, including birthdays, team milestones, anniversaries, and gifts.
• Serve as backup for marketing execution tasks as needed.
• Coordinate software enrollment and training support for all office tools (CRM, marketing platforms, etc.).
• Maintain office records, systems, and critical documents.
• Support VP of Marketing & Sales Operations as needed with sales and marketing execution.

• Strong administrative and organizational skills with attention to detail.
• High emotional intelligence; calm and resourceful under pressure.
• Clear written and verbal communication skills.
• Proficiency with Microsoft Office (Excel, Word, Outlook, PowerPoint), Adobe (Acrobat Pro), and Teams.
• Familiarity with commercial real estate concepts and/or willingness to learn.
• Ability to work independently, prioritize tasks, and manage competing demands.
• High degree of professionalism and discretion with confidential information.
• Positive, team-oriented mindset and willingness to support colleagues.
• Experience with CRM, e-signature tools, and marketing platforms is preferred.

HowardHanna.com

Howard Hanna affiliates and assigns are committed to providing equal employment opportunity to all employees and applicants for employment regardless of such factors as race, color, religion, sex, national origin, age, veteran's status or disability. The Company abides by all local, state and federal laws and regulations affecting the hiring of employees.