Administrative Assistant - HUNT Commercial

HUNT Real Estate; Buffalo (NY); On-site; USD 45,000 - 65,000; Full time

Job summary

HUNT Real Estate is seeking an Administrative Assistant to provide comprehensive administrative and operational support to the President of HUNT Commercial and the Commercial Real Estate team in Buffalo, NY. This role includes managing calendars, scheduling meetings, and assisting with transaction administration.

The ideal candidate will be highly organized, detail-oriented, and proficient in Microsoft Office Suite. A minimum of 3 years of administrative experience is preferred, especially in real estate.

Qualifications

• 3+ years of administrative or executive support experience preferred.
• Experience supporting senior leadership is highly desirable.
• Real estate or commercial real estate experience preferred.

Responsibilities

• Provide administrative support to the President and Commercial real estate team.
• Coordinate transaction administration and document management.
• Assist with onboarding new agents and maintain their files.

Skills

Organizational skills

Time management

Customer service orientation

Proficiency in Microsoft Office Suite

Strong interpersonal skills

Education

High school diploma or equivalent

Associate's degree in Business Administration or related field

Tools

CRM systems

MLS systems

Document management systems

Job description

Description

Position Summary

The Administrative Assistant provides comprehensive administrative and operational support to the President of HUNT Commercial and the Commercial Real Estate team. This position serves as a key point of contact for agents, clients, vendors, and internal departments while ensuring the efficient coordination of daily business operations. Responsibilities include executive support, transaction administration, calendar management, document preparation, agent onboarding, and general office administration. The ideal candidate is highly organized, detail‑oriented, customer‑focused, and able to effectively manage multiple priorities in a fast‑paced environment while maintaining confidentiality and professionalism.

Essential Duties and Responsibilities

Executive Support

• Provide administrative support to the President of HUNT Commercial, including managing calendars, scheduling meetings, and coordinating appointments.
• Prepare reports, correspondence, presentations, and other business documents.
• Coordinate meeting logistics, catering, conference rooms, and visitor accommodations.
• Prepare and process expense reports.
• Assist with special projects and other assignments as directed by the President.

Transaction & Listing Administration

• Coordinate the administrative processing of commercial listings and transactions.
• Enter and maintain listings, revisions, attachments, photographs, and related documentation within company databases and third‑party systems.
• Upload listing documents, invoices, change forms, and transaction documentation into company systems.
• Process deal sheets and maintain transaction records.
• Prepare invoices and monitor outstanding payments.
• Record escrow deposits and coordinate commission deposits with Accounting.
• Maintain organized electronic and physical transaction files.
• Ensure all transaction documentation is complete and compliant with company procedures.

Administrative & Office Operations

• Serve as the primary point of contact for incoming phone calls, emails, and visitors.
• Provide exceptional customer service to clients, agents, vendors, and internal business partners.
• Manage incoming and outgoing mail, including distribution of commission checks and accounting documents.
• Maintain office supplies and coordinate equipment maintenance and vendor service requests.
• Maintain commercial forms, templates, and shared electronic filing systems to ensure current documentation is available.
• Update departmental contact lists and distribution lists.
• Maintain accurate filing systems and administrative records.

Agent Support

• Assist with onboarding new commercial agents, including preparing required paperwork and providing administrative orientation.
• Maintain agent personnel files and licensing documentation.
• Monitor agent license renewal deadlines and provide timely reminders.
• Provide administrative assistance to agents regarding listings, transactions, and company processes.

Communication & Coordination

• Collaborate with Accounting, Operations, Marketing, and other departments to facilitate efficient business operations.
• Respond to inquiries in a professional and timely manner.
• Maintain confidentiality of sensitive business and employee information.
• Support department initiatives and participate in process improvement efforts.

Requirements

Education

• High school diploma or equivalent required.
• Associate's degree in Business Administration or related field preferred.

Experience

• 3+ years of administrative or executive support experience preferred.
• Experience supporting senior leadership is highly desirable.
• Real estate, commercial real estate, or transaction coordination experience preferred.
• Experience working with CRM, MLS, document management systems, or similar business software is a plus.

Knowledge, Skills & Abilities

• Exceptional organizational and time management skills.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Ability to prioritize multiple assignments and meet deadlines.
• Strong customer service orientation.
• Ability to exercise discretion and maintain confidentiality.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to learn internal software systems and databases quickly.
• Strong interpersonal skills and ability to work collaboratively across departments.

Physical Requirements

• Ability to sit for extended periods while working at a computer.
• Occasionally lift and carry office materials weighing up to 20 pounds.
• Ability to move throughout the office to perform administrative duties.