Buyer Administrator

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Buyer Administrator Role

Location: Charleston, SC - Hybrid Role, 3 days in office, 2 days WFH

Role Overview

The Buyer Administrator plays a critical behind-the-scenes role in ensuring smooth deal execution and an excellent client experience. This position is designed to streamline and organize deal flow, support brokers, and strengthen backend service as the firm scales.

This role owns the operational and coordination support side of a deal from start to finish. From client kickoff through closing, the Buyer Administrator manages systems, documentation, buyer connections, and executes on directed light marketing efforts to keep deals moving efficiently and professionally. You will work closely with our team of brokers to assist them as they work on executing deals and you will play an important role in assisting with new and existing buyers for potential deals.

This is an ideal role for someone who is personable, highly organized, proactive, comfortable managing multiple projects at once, detail-oriented and enjoys being the operational backbone of a fast-moving brokerage team. You must demonstrate a professional, courteous demeanor and communicate effectively with clients and team members.

Key Responsibilities: 

Buyer Connection & Coordination

1. Research and identify potential buyers using LinkedIn and other tools
2. Conduct buyer outreach and initial screening
3. Collect and organize buyer feedback throughout the process
4. Present qualified buyers to sellers via Basecamp
5. Collect NDAs and financial documentation from buyers
6. Schedule and coordinate buyer/seller calls and meetings

Client Setup & Deal Onboarding

1. Participate in client onboarding Zoom meetings with brokers and sellers to capture notes, context, and next steps
2. Set up and maintain deal records in HubSpot and Basecamp
3. Create draft client profiles and listing materials including P&L and graph creation
4. Manage deal progression through HubSpot and Basecamp workflows
5. Draft and refine website and listing language and post to the website
6. Post deals to affiliate and partner sites as needed

Deal Movement & Marketing Support

1. Launch and track quick email campaigns and light marketing efforts
2. Coordinate and monitor marketing initiatives such as postcards or targeted outreach
3. Track deal elements such as earnouts and milestones
4. Follow up with brokers and internal team members on outstanding seller or deal-related tasks
5. Maintain accurate seller and buyer contact records and deal data

Deal Close-Out & Client Experience

1. Coordinate closing logistics and ensure deal records are fully completed
2. Send closing gifts and final communications
3. Close out deal records and ensure all documentation is properly stored
4. Identify our process improvement/efficiency opportunities and create plans to implement with the team

Experience Needed

1. 3 years of experience in an administrative, operations, client coordination, banking, real estate, brokerage, or professional services role
2. Strong organizational skills with the ability to manage multiple projects simultaneously
3. Experience using CRM systems (HubSpot preferred) and project management tools (Basecamp/Asana preferred)
4. Excellent written and verbal communication skills
5. Comfort conducting research and outreach (LinkedIn, email, online tools)
6. High attention to detail and follow-through
7. Ability to work independently while collaborating closely with brokers and internal team members
8. Prior exposure to M&A, business brokerage, real estate transactions, banking or financial services is a plus, but not required

Compensation & Hours

1. Compensation: $55-$65k/Year, plus joining our profit sharing program after first 90 days of employment (Estimated $2k-$4k in additional compensation per year)
2. Benefits: We offer competitive benefits for full time employees, including:
3. Subsidized health insurance
4. 401k program after 1 year of employment
5. Flexible PTO program
6. Hybrid working schedule
7. Hours: Full-Time, Hybrid schedule - 3 days in our Charleston office, 2 days remote