Sales Office Administrator

This is a critical operational and administrative support role within our US business. The successful candidate will provide direct support to the Global General Manager and Global Operations Manager across executive administration, sales coordination, and client communication.

This role serves as a central coordination point for the US business, ensuring strong communication and operational alignment between US clients, senior leadership, and offshore teams across Manila and Vietnam.

We are seeking a driven, detail-oriented professional who can operate independently within a fast-paced international environment and contribute meaningfully from day one.

Essential Requirements

• Prior experience in Office Administration, Sales Administration, Executive Assistant, Operations Support, or Client Services roles
• Strong organizational and multitasking capabilities with a track record of reliability
• Excellent written and verbal communication skills
• High level of attention to detail and accuracy
• Professional customer service and client-facing capability
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Demonstrated ability to work independently and proactively
• Comfortable operating in a fast-paced, evolving business environment

Desirable Experience

• Experience in construction, residential housing, architecture, engineering, or related industries
• CRM experience (HubSpot, Salesforce, or similar platforms)
• Experience supporting remote or international teams across multiple time zones
• Exposure to sales support or business development coordination
• Experience working with volume home builders or construction-related businesses

Job responsibilities

Executive & Office Administration

• Provide direct administrative support to the Global General Manager and Global Operations Manager.
• Manage calendars, appointments, meetings, and scheduling coordination across time zones.
• Coordinate travel bookings, accommodation, and meeting logistics.
• Prepare meeting agendas and record action items as required.
• Maintain organized filing systems, company documentation, and administrative records.
• Handle incoming enquiries and correspondence in a timely and professional manner.
• Prepare and submit accurate weekly reports to leadership.

Sales & Client Coordination

• Support the Global GM and Global Operations Manager with sales administration activities.
• Coordinate client meetings, presentations, and follow-up communications.
• Maintain and update CRM systems and client databases with accuracy.
• Track sales opportunities, pipeline activity, and client follow-up requirements in collaboration with the Lead Generation Team (Philippines).
• Assist with new client onboarding coordination and documentation.
• Support trade show preparation, travel coordination, and event logistics.
• Help maintain strong, professional communication and long-term relationships with clients.

Operational Coordination

• Coordinate communication between US operations and offshore teams in Manila and Vietnam.
• Assist with workflow tracking and internal coordination activities across teams.
• Monitor action items and ensure follow-up tasks are completed on time.
• Support operational reporting and business coordination initiatives.
• Help maintain structure, accountability, and alignment across operational activities.

Reporting & Data Administration

• Assist with weekly and monthly reporting requirements.
• Support KPI tracking and sales pipeline reporting.
• Maintain accurate administrative and operational records.
• Assist with document management and reporting systems.
• Ensure administrative processes are maintained efficiently and to a high professional standard.

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Job benefits

• Hourly Rate: $18.00 – $25.00 per hour, commensurate with experience and qualifications
• 401(k) Retirement Plan
• Statutory Benefits: As required under applicable federal and Texas state law, including workers' compensation coverage in accordance with the Texas Workers' Compensation Act
• Paid Time Off (PTO): Accrued in accordance with company policy

Why Join us

Be part of a rapidly scaling international business with a growing presence across the USA and Australia

Gain hands-on exposure to major residential construction clients and large-scale building programs

Collaborate with a diverse, global team spanning the US, Philippines, and Vietnam

Access structured career development pathways and long-term advancement opportunities

Thrive in an entrepreneurial culture that values ownership, initiative, and continuous improvement

Realcognita is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by federal, state, or local law, including the Texas Labor Code, Chapter 21. We celebrate diversity and are committed to creating an inclusive environment for all employees.