Sales Administrative Assistant

As a Sales Administrative Assistant at Colliers, you will focus on providing vital administrative support to high-performing sales executives. Your tasks will include updating the CRM database to maintain accurate client and property information, preparing and formatting high-level documents, executing marketing campaigns, processing invoices, and coordinating client meetings. Effective organization and attention to detail are essential in managing these responsibilities.

To qualify for the Sales Administrative Assistant role at Colliers, you should possess exceptional organizational skills and be comfortable managing multiple tasks in a fast-paced environment. Intermediate knowledge of Microsoft Office Suite is crucial, alongside experience in document preparation and proof-reading. Familiarity with InDesign and Smartsheet is advantageous but not mandatory, making this position suitable for those eager to grow their expertise in administrative support.

The Sales Administrative Assistant at Colliers plays a pivotal role in ensuring that high-quality submissions and marketing documentation are produced for clients in a timely manner. By efficiently handling administrative tasks like scheduling, invoicing, and document preparation, you free up sales executives to focus on their core responsibilities, ultimately driving better outcomes for the Agribusiness team and its clients.

At Colliers, you'll find a work environment that values respect, authenticity, and collaboration. We take pride in fostering a culture where our employees feel comfortable bringing their whole selves to work. This supportive atmosphere encourages personal responsibility and teamwork, allowing you to thrive as a Sales Administrative Assistant while contributing positively to the wider community.

Colliers greatly values personal attributes such as a proactive attitude, strong attention to detail, and excellent organizational skills in a Sales Administrative Assistant. The ability to effectively manage relationships and maintain clear communication with team members and external partners will enhance your success in this dynamic role within the Agribusiness division.

In a role like Sales Administrative Assistant, prioritizing tasks is key. I typically start by assessing urgency and importance, often using tools like to-do lists or project management software to organize my workflow. I ensure that I communicate with my sales team to align on priorities, which helps to adjust my tasks based on any immediate needs in the sales pipeline.

I have hands-on experience updating and maintaining CRM software, which is crucial for the Sales Administrative Assistant position at Colliers. I understand the importance of accurate and timely data entry, as this facilitates better communication with clients and more effective tracking of leads. My experience includes training on best practices for data integrity and leveraging CRM for reporting purposes.

To ensure accuracy in document preparation, I implement a multi-step review process. This includes initial drafting, followed by thorough editing to catch any typographical or grammatical errors. I also utilize digital tools and software to assist in formatting. Sharing documents with colleagues for a second round of proofing is another strategy I’ve found beneficial to maintain high standards.

I adapt to changes in priorities by remaining flexible and open to new challenges. When unexpected tasks arise, I quickly reassess my existing plans and determine where I can accommodate new requests. I communicate with my team to ensure clarity on what needs immediate attention and adjust my workflow accordingly without compromising quality.

In previous roles, I was responsible for coordinating marketing campaigns that involved liaising with external providers and managing timelines. I developed skills in overseeing workflows, ensuring content was prepared on schedule, and measuring outcomes post-launch. My approach often involves detailed planning and consistent communication to keep all parties on track.

Once, I mistakenly sent out an email to the wrong client. Upon realizing the error, I quickly drafted an apology acknowledging the mistake and rectified the situation by ensuring the correct information was delivered. I learned the importance of double-checking recipient lists before sending out mass communication and now use checklists as a safeguard.

Effective communication is achieved through clarity and consistency. I utilize various channels like emails, calls, and meetings to adapt to team and client preferences. I also follow up regularly to confirm that everyone is aligned on expectations and timelines, which fosters trust and strengthens relationships within the Agribusiness team.

I leverage tools such as Microsoft Office for document preparation, project management software for task organization, and CRM systems for database management. These tools allow me to streamline workflows, keep track of deadlines, and communicate efficiently with my team and clients.

Handling confidentiality is imperative in administrative roles. I maintain strict adherence to company policies regarding data privacy, ensuring that sensitive information is only shared with authorized individuals. Additionally, I keep documents securely stored and use encrypted communications when sharing confidential material.

I am motivated by the impact of my administrative support on the overall success of the sales team. Seeing how my organization and efficiency contribute to meeting client needs and achieving business goals drives me to continuously improve my skills and provide exceptional service.