Salesforce Administrator & Data Specialist

A leading commercial real estate investment sales team at Marcus & Millichap is seeking a Salesforce Administrator & Data Specialist to support CRM management, data quality, reporting, and workflow automation. The role is ideal for a detail-oriented professional with Salesforce or CRM experience who enjoys working with data, process improvement, and technology to support brokerage, marketing, escrow and research operations within a fast-paced team environment.

A top-producing investment real estate sales team at Marcus & Millichap, the nation’s leading commercial real estate investment sales firm, is seeking a Salesforce Administrator & Data Specialist to join its Chicago Oak Brook office. This person will administer the team’s Salesforce basedCRM and the data workflows connected to it, including Salesforce Flows, data quality, reports, dashboards, integrations and controlled imports, along with possible data migration.

The role supports the full brokerage process across contacts, properties, ownership, deals, proposals, interested parties and tasks. Working directly with brokers, marketing and operations, this person will turn lead and transaction activity from listing platforms and internal systems into governed CRM records, decision-ready analysis and repeatable workflows.

This is a hands-on Salesforce, data and research position, not an executive or personal assistant role. It is intended for someone with practical CRM administration experience who can learn brokerage operations, manage detail-heavy work and grow into broader Salesforce and automation responsibility. The hourly range for this role is $30.

00 – $33.18 per hour. Actual pay will be determined by factors such as education, experience, and job-related skills relevant to the role. Marcus & Millichap is a multi-state employer and posted salary ranges are provided in good faith for compliance with all relevant pay-transparency regulations. These ranges may not reflect potential compensation for positions based in other states or regions.

Responsibilities

Scope and track agent requests, evaluate new data tools, and help with general administrative tasks as needed. Build, maintain and monitor Salesforce Flows, validation rules, alerts and other declarative automation. Use approved APIs, Python and AI-assisted tools for repeatable data and document workflows, with documented dependencies, error handling and recovery steps.

Import and reconcile lead, contact, property and activity data from Crexi, Co. Star and Loop. Net, MNet, Buildout, website forms and other approved sources. Clean up and maintain CRM data: manage duplicate records, sync related records, keep contact info formatted and current, and maintain active buyer criteria, marketing email lists and CRM storage.

Research comparable sales and property ownership, including tracing LLCs/trusts to their principals, and keep property records up to date. Administer Salesforce: configure fields, page layouts, list views, automation and alerts that support agent workflows. Manage users, security and permissions, test changes in a sandbox, prepare for Salesforce release updates and run regular data backups.

Build and maintain reports and dashboards for agents and weekly team meetings. Support marketing with contact lists, email templates, targeted campaigns and seasonal client mailings. Maintain process documentation, data dictionaries, field mappings, test plans and operating procedures. Train users, troubleshoot failures and serve as the team’s primary coordinator with connected systems.

Qualifications

At least one year of hands-on Salesforce or comparable CRM administration or data-operations experience, including reports, imports and exports, data quality and business-process support. Salesforce Administrator certification or Trailhead coursework. Experience with Salesforce reports, flows and user setup. Strong Excel skills: sorting, filtering and lookups.

Careful with data: reviews changes before making them and never deletes without approval. Comfortable following written step-by-step procedures and learning new software. Clear communicator who can manage requests from multiple agents and collaborate with brokers, marketing, finance, escrow, and outside vendors. Strong problem-solving skills and attention to detail, with the ability to understand a workflow from data entry through reporting, automation, downstream documents and user follow-up.

Working knowledge of Salesforce Flow or comparable workflow automation, including the ability to test safely in a sandbox before deployment. Perform general administrative duties as needed. Preferred Experience with REST APIs, Python scripting or similar tools for data integration, quality checks and workflow automation.

Basic commercial real estate experience, and/or familiarity with Co. Star, Crexi or Loop. Net. Familiarity with Constant Contact. Comfort using AI tools such as Claude or ChatGPT. Proficient in M365 suite. Associate's or bachelor's degree, or equivalent experience. Marcus & Millichap offers a comprehensive benefits package designed to support employees’ health, well-being, and financial security.

Eligible employees may have access to the following benefits, subject to the terms of applicable benefit plans:

• Health, dental, and vision insurance
• Paid time off and paid holidays
• 401(k) retirement plan with employer matching contributions
• Life and disability insurance
• Employee Assistance Program (EAP) and wellness resources Benefits eligibility, coverage, and employer contributions may vary based on position, employment status, location, and length of service. This summary is provided for informational purposes only and does not constitute a guarantee of benefits. Additional details will be provided during the hiring process or upon request. Marcus & Millichap does not currently sponsor, transfer, or renew employment visas. Candidates must be authorized to work in the United States on a permanent basis without employer sponsorship now or in the future. We are an Equal Opportunity Employer and are committed to providing reasonable accommodation to qualified individuals with disabilities. If you need assistance with the application process or require a reasonable accommodation to perform the essential functions of this position, please contact us at [email protected]. Marcus & Millichap is an Equal Opportunity Employer. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic under federal, state, or local law.