3-5 years experience in coordination or administrative operations, ideally in B2B, telecom, real estate, or technology sectors
Proven project management skills to handle multiple projects and stakeholders efficiently
Experience with Salesforce CRM for data management and quality control
Proficiency in Google Workspace with knowledge of Microsoft Office preferred
Strong communication skills for professional engagement with partners and external contacts
Excellent organizational skills for handling time-sensitive documentation accurately
Responsibilities
Serve as primary project manager for Real Estate New Build projects, overseeing the complete process from survey to execution
Coordinate project engineering surveys and ensure follow-through
Facilitate internal reviews and approvals for engineering scope of work
Manage access agreement processes in collaboration with the legal team
Engage with external stakeholders, including contractors and building managers, to drive project success
Maintain and curate project data in Salesforce CRM for accuracy and accessibility
Support Real Estate Account Management team with research and administrative tasks
Benefits
Company-sponsored Medical, Dental, and Vision coverage
Company-sponsored 401(k) plan
Commuter and Wellness reimbursement
Competitive Paid Time Off (PTO) policy
Full Job Description
ON A TYPICAL DAY YOU'LL
Real Estate Business Development, Data, & Account Management Support
Maintain accurate records in Salesforce CRM, including building data, building management contacts, and all associated project and relationship data
Support the Real Estate Account Management team through partner and building research, meeting preparation, Salesforce data QC, and other administrative tasks
Coordinate the fulfillment of building management onboarding materials, engagement gifts, and other partner-facing resources on an ongoing basis
Support the administration and ongoing success of Pilot's Real Estate Broker program, including partner onboarding, lead qualification, commission processing, reporting, partner communications, and day-to-day program support
Administer the Real Estate lead management process, including qualifying and assigning leads, creating CRM records, maintaining accurate lead and account data, and ensuring CRM integrity through ongoing daily updates
Provide administrative support to Account Managers by maintaining accurate and up-to-date account, tenant, and building information, coordinating data updates, and ensuring records remain current.
Direct & Inbound Sales Support
Manage the Direct Sales lead generation process, including training, oversight of outside lead generation contractors, and ensure annual lead generation across Pilot's building portfolio
Support the Direct and Inbound Sales team through prospect research, meeting preparation, and other administrative tasks as needed
Facilitate prospect and customer edits, including terms of service and addendum reviews, to support the sales team through the sales process.
Support the team with opportunity creation, pipeline staging, forecasting, and regular opportunity reviews.
General Sales Support
Provide broad administrative support across sales functions as needed, helping the team stay organized and focused on revenue-generating activities
Create and curate team training materials and facilitate relevant trainings to support upskilling, knowledge sharing, and process improvement.
Ensure data accuracy and integrity by reviewing newly created Pilot services in Salesforce CRM and addressing any discrepancies.
WHAT WE'RE LOOKING FOR
3-5 years of experience in a coordinator, project coordination, or administrative operations role, preferably within a B2B, telecom, real estate, or technology environment
Demonstrated project management skills - ability to manage multiple concurrent workstreams, track milestones, and drive projects to completion with internal and external stakeholders
Experience with Salesforce CRM required; ability to maintain data hygiene, navigate records, and perform QC across object types
Proficiency in Google Workspace (Sheets, Docs, Slides) required; Microsoft Office a plus
Strong written and verbal communication skills, with the ability to interact professionally with external partners including building management, contractors, and brokers
Exceptional organizational skills and attention to detail, particularly when managing time-sensitive documents such as access agreements and certificates of insurance
Comfortable working independently and managing competing priorities without close supervision, while knowing when to escalate
Familiarity with telecommunications, real estate, or infrastructure services is a plus; demonstrated ability to quickly learn technical products and internal processes is a must
Ability to work in a hybrid environment with a minimum of 3 days per week in our New York City office
Pilot is a financial services company that provides bookkeeping, tax, and CFO services to startups and small businesses. The company's platform automates financial processes and provides real-time insights into financial performance. Pilot was founded in 2017 by a group of former PayPal employees and has raised over $120 million in funding. The company has over 1,000 clients and has partnerships with major accounting software providers such as QuickBooks and Xero.
