Administrative Services Coordinator

Job SummaryThe 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 environmentSupport a fast-paced, high-profile sales force with administrative tasks, demonstrating excellent customer service and overall can-do attitudeRoute calls professionally and greet visitors with a polite check-in experienceKeep an accurate "in/out" log of which brokers, employees, and visitors are in the officeReceive and distribute faxes, mail, and deliveries; prepare outgoing mail including overnight and courier packagesMaintain a clean and professional front desk and lobby areas, keeping equipment and supplies neat and orderlyEach 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 dayKeep all kitchen equipment including refrigerator, coffee maker, and microwave clean and sanitizedAt the end of the day, clean up and put away supplies and dishes in common areasOperate 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 productsApprove 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 monthSchedule and manage the calendar for our e-mail distribution system of flyersProvide administrative support creating correspondence, legal documents, invoices, and other documents as assigned by the Office ManagerEnter information daily into various property and client databases used by the officePerform 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 clientsAbility to work with minimal supervision, know when to ask questions, and lead by exampleAbility to speak, write and understand English with excellent grammatical, oral and written communication skillsPolite and professional communication, telephone etiquette, and professional appearanceAbility to multi-task, prioritize, and utilize resources to execute multiple projects and tasks within a deadline-oriented environmentHighly accurate, attentive, and detail-orientedAble to function in a team environment, utilizing resources to execute tasks and solve problemsAbility to type a minimum of 65 wpmProfessional level of confidentiality in handling employee and Broker informationExcellent communication skills to be able to function in a team environment to work a project through to completionAbility 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 experienceExperience 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