Administrative Services Coordinator

Overview

Front desk coordinator handling reception, admin support, and office operations

Key Responsibilities

• front desk
• office equipment
• mail handling
• invoice approval
• inventory management
• database entry

Tasks

-Maintain a clean and professional front desk and lobby areas, keeping equipment and supplies neat and orderly -Support a fast-paced, high-profile sales force with administrative tasks, demonstrating excellent customer service and overall can-do attitude -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. -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 an accurate "in/out" log of which brokers, employees, and visitors are in the office -Perform research, special projects, record-keeping, and other miscellaneous duties as needed for the office -Receive and distribute faxes, mail, and deliveries; prepare outgoing mail including overnight and courier packages -Provide administrative support creating correspondence, legal documents, invoices, and other documents as assigned by the Office Manager -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.) -Route calls professionally and greet visitors with a polite check-in experience -Maintain inventory of office and break room supplies and pre-printed stationery products -Schedule and manage the calendar for our e-mail distribution system of flyers -Enter information daily into various property and client databases used by the office -Maintain cash accounts as assigned by Office Manager (i.e., petty cash and parking validation); reconcile the accounts each month -Keep all kitchen equipment including refrigerator, coffee maker, and microwave clean and sanitized

Requirements

• typing
• ms office
• customer service
• high school
• teamwork
• detail‑oriented

What You Bring

-Ability to type a minimum of 65 wpm -Ability to take ownership of assigned tasks with high level of initiative -Ability to work with minimal supervision, know when to ask questions, and lead by example -Polite and professional communication, telephone etiquette, and professional appearance -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 -Experience operating a multi-line phone system, preferred but not required -Work well as a team player and maintain good relationships with co-workers in a close-knit team environment -High School Degree or equivalent required, Bachelor’s degree or combination of education and experience preferred -Customer service oriented with great interpersonal skills to build relationships with employees, brokers, management, vendors, and clients -Able to function in a team environment, utilizing resources to execute tasks and solve problems -Ability to multi-task, prioritize, and utilize resources to execute multiple projects and tasks within a deadline-oriented environment -1+ year(s) office and/or customer service experience -Highly accurate, attentive, and detail-oriented -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. -Strong computer skills (specifically in MS Office programs Word, Outlook, PowerPoint, Excel) -Ability to speak, write and understand English with excellent grammatical, oral and written communication skills -This is a standard office environment with standard office noise like talking, office equipment, etc.

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About Kidder Mathews

-Known for an entrepreneurial, independent structure, they empower local experts backed by firm-wide collaboration. -Standout fact: one of the largest independent CRE firms west of the Rockies, yet privately held and locally rooted.

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