Administrative Office Coordinator

Transwestern•Atlanta, GA

1d•Onsite

About The Position

This Administrative/Office Coordinator is responsible for providing comprehensive administrative support to all teams within the office, performing a variety of office coordination and guest services duties, and maintaining overall office efficiency. The Administrative/Office Coordinator is the main point of contact for the office and ensures a high level of legendary customer service for clients, owners, vendors, and colleagues, while focusing on productivity and results.

Requirements

Due to the core functions of this role, a consistent, in-office presence must be sustained.
Associate degree or some college coursework preferred.
High school diploma or GED equivalent required.
A minimum of 2 years of relevant administrative experience.
Experience in commercial real estate preferred.
Proficiency in Microsoft Office Suite: Word, Teams, Excel, PowerPoint, Access (where applicable), and Outlook.
Ability to operate office equipment, including copiers, binders, phone systems, audio-visual equipment, etc.
Experience with CRM/database management systems is a plus.
Excellent writing skills for accurate and comprehensive reporting.
Strong oral and written communication abilities.
Outstanding organizational, analytical, and problem-solving skills.
Ability to manage multiple projects, shifting priorities, and time-sensitive workloads.
Strong attention to detail, including proofreading and editing skills.
Ability to work independently with minimal supervision.
Resourceful in managing workloads to meet deadlines in a fast-paced environment.
Ability to maintain discretion regarding personnel and industry matters.
High level of reliability, responsibility, responsiveness, and customer service orientation.
Desire to tackle new projects and contribute to a high-performing team.

Nice To Haves

Associate degree or some college coursework preferred.
Experience in commercial real estate preferred.
Experience with CRM/database management systems is a plus.

Responsibilities

Provide advanced administrative support, including detailed calendar management, correspondence, invoice tracking, presentations, and assembling reports.
Provide IT support to the office as needed and act as a liaison between the office and the IT department to ensure timely resolution to technical issues.
Assist in new hire welcome procedures, ensuring that all onboarding activities and resources are prepared and available for each employee’s first day.
Manage general office duties, including mail/package distribution, inventory tracking and ordering for office and kitchen supplies, and organization of supply rooms.
Schedule and organize meetings, events, conference calls, and conference room reservations.
Prepare items in relation to meetings, including but not limited to, creation and assembly of documents for distribution, coordination of site/location reservation, food orders, attendance, confirmations, and interacting with attendees to address questions or issues on an event.
Ensure guest reception, kitchens, conference rooms, and common areas are clean, organized, and stocked with essentials.
Serve as central contact for visitors, phone calls, and work orders, logging arrivals and coordinating building access and security concerns.
Coordinate vendor deliveries, returns and service calls as needed.
Participate in the planning and execution of company events and meetings.
Track and manage multiple projects and budgets to meet deadlines.
Support brokers with expense reports.
Order property signage and maintain detailed records of signage status and locations using spreadsheets to ensure accurate tracking and timely updates.
Assist coordinators in maintaining listings in XRM, CoStar, and other listing platforms, as necessary.
Assist in the preparation of property listings, brochures, and online content.
Update and maintain client databases, ensuring all information is current and accurate.
Generate regular reports on deal status, client interactions, and office operations for management review.
Maintain production printer.
Process, code, scan, deposit, and research commission and vendor checks/invoices as needed.
Perform other duties to support office operations as assigned.