Sales Administrator

Job Title: Sales Administrator / Transaction Manager

Job Description

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.

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.

Essential Skills

• 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.

Additional Skills & Qualifications

• 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.
• check clearance in line with standard corporate screening requirements.

Work Environment

This role is an on-site, office-based position in Indianapolis, with a standard schedule of Monday through Friday, 8:00 a.m. to 5:00 p.m. You will work in a professional brokerage office alongside a team of approximately eight brokers and other internal partners. The environment is high-volume, client-facing, fun, fast-paced, collaborative, dynamic, and inclusive. The position is a contract role providing maternity leave coverage, with potential to convert to a full-time opportunity. You will use Adobe Creative Suite (InDesign, Photoshop, Illustrator), Microsoft Office (Word, Excel, PowerPoint, Outlook), and proprietary transaction tracking and invoicing software. The hiring process typically includes a first-round virtual interview followed by a second-round in-person interview with the team. Professional business attire is expected in this office-based setting.

Job Type & Location

This is a Contract position based out of Indianapolis, IN.

Pay and Benefits

The pay range for this position is $35.00 - $40.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Indianapolis,IN.

Application Deadline

This position is anticipated to close on Sep 4, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.