Administrative Services Coordinator

Kidder Mathews Careers•San Jose, CA

2d•Onsite

About The Position

Kidder Mathews has been a leader in the commercial real estate industry for over 56 years, fostering an innovative and dynamic work culture with more than 100 "best workplace" awards. Now the largest fully independent commercial real estate firm in the Western U.S., Kidder Mathews has over 900 professionals across 19 offices in Washington, Oregon, California, Idaho, Nevada, and Arizona. We offer a complete range of brokerage, appraisal, asset services, consulting, and debt & equity finance services for all property types. The firm averages $9 billion in transaction volume, manages more than 58 million square feet of space, and conducts 2,400 appraisal, consulting, and cost segregation assignments annually. Join us and find out what makes Kidder Mathews one of the best places to work. 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.

Requirements

Strong computer skills (specifically in MS Office programs Word, Outlook, PowerPoint, Excel)
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
High School Degree or equivalent required, Bachelor’s degree or combination of education and experience preferred
1+ year(s) office and/or customer service experience

Nice To Haves

Experience operating a multi-line phone system, preferred but not required

Responsibilities

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
Perform other duties or projects as requested