Administrative Services Coordinator

Job Summary

The Administrative Services Coordinator works as part of a team that supports the firm's brokerage, asset services and appraisal divisions with reception and administrative needs. Administrative Services Coordinators present the first impression of the company, so they must set a professional image at the front desk both on the phone and in person.

Essential Functions 

• Work well as a team player and maintain good relationships with co-workers in a close-knit team environment
• Support a fast-paced, high-profile sales force with administrative tasks, demonstrating excellent customer service and overall can-do attitude
• Route calls professionally and greet visitors with a polite check-in experience
• Keep an accurate "in/out" log of which brokers, employees, and visitors are in the office
• Receive and distribute faxes, mail, and deliveries; prepare outgoing mail including overnight and courier packages
• Maintain a clean and professional front desk and lobby areas, keeping equipment and supplies neat and orderly
• Each morning and throughout the day, maintain common areas (kitchen, break rooms, conference rooms, and lobby) and follow sanitization protocols to keep them clean, orderly, and well stocked for the day  
• Keep all kitchen equipment including refrigerator, coffee maker, and microwave clean and sanitized
• At the end of the day, clean up and put away supplies and dishes in common areas
• Operate and troubleshoot office equipment like printers, copiers, scanners, fax machine, postage meter, etc.
• Maintain inventory of office and break room supplies and pre-printed stationery products
• Approve invoices as assigned by Office Manager ensuring billing and allocation is accurate (i.e., overnight mail, courier, office supplies, box lunches, coffee service, etc.)
• Maintain cash accounts as assigned by Office Manager (i.e., petty cash and parking validation); reconcile the accounts each month
• Schedule and manage the calendar for our e-mail distribution system of flyers
• Provide administrative support creating correspondence, legal documents, invoices, and other documents as assigned by the Office Manager
• Enter information daily into various property and client databases used by the office
• Perform research, special projects, record-keeping, and other miscellaneous duties as needed for the office

Other Functions

• Perform other duties or projects as requested

Essential Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the competencies (minimum knowledge, skill, and ability) required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required Knowledge

• Strong computer skills (specifically in MS Office programs Word, Outlook, PowerPoint, Excel)

Skills and Ability

• Customer service oriented with great interpersonal skills to build relationships with employees, brokers, management, vendors, and clients
• Ability to work with minimal supervision, know when to ask questions, and lead by example
• Ability to speak, write and understand English with excellent grammatical, oral and written communication skills
• Polite and professional communication, telephone etiquette, and professional appearance
• Ability to multi-task, prioritize, and utilize resources to execute multiple projects and tasks within a deadline-oriented environment
• Highly accurate, attentive, and detail-oriented
• Able to function in a team environment, utilizing resources to execute tasks and solve problems
• Ability to type a minimum of 65 wpm
• Professional level of confidentiality in handling employee and Broker information
• Excellent communication skills to be able to function in a team environment to work a project through to completion
• Ability to take ownership of assigned tasks with high level of initiative

Education/Certification

• High School Degree or equivalent required, Bachelor’s degree or combination of education and experience preferred

EXPERIENCe REQUIRED

• 1+ year(s)  office and/or customer service experience
• Experience operating a multi-line phone system, preferred but not required

Work Environment

• This is a standard office environment with standard office noise like talking, office equipment, etc.

Physical Demands

• While performing the duties of this job, the employee is regularly required to talk and hear.  This position is often active and may require standing, walking, bending, kneeling, stooping and crouching.  The employee must sometimes lift and/or move items up to 50 pounds with the assistance of a hand truck or dolly.  The employee must frequently sit and use a computer for long periods of time.  Specific vision abilities are required to do this job including close vision, distance vision, peripheral vision, depth vision, color vision and the ability to adjust focus.

Supervisory Responsibilities

• There are no direct supervisory responsibilities