Office Administrator

Office Administrator

WORK, PLAY & ENJOY LIFE WITH HERITAGE

Discover Heritage Ascent - a premium coworking space designed to enhance productivity, community, and work-life balance. Located in a Class A building in the heart of Albuquerque, Heritage Ascent offers flexible office suites and shared workspaces tailored for modern professionals.

Heritage Real Estate Company is seeking a full-time Office Administrator to oversee and support our Heritage Ascent coworking and executive office suites. This is a supportive, client-facing role that works closely with our Sales & Marketing Manager and property management teams to ensure smooth day-to-day operations and top-tier customer service. Full-time salary exempt position starting at $40,000 DOE plus benefits. Located in Albuquerque, NM. Working out of our Heritage Ascent Corporate Office.

Position Purpose

The Office Administrator is the face of Heritage Ascent, responsible for creating a welcoming, professional, and service-focused environment for members, guests, and prospective clients. This position plays a key role in the day-to-day operations of our coworking space by managing front desk responsibilities, assisting with tours and onboarding, coordinating meeting room and office reservations, handling administrative tasks, and ensuring the space is always clean, organized, and functioning at its best. With a strong emphasis on hospitality and proactive support, the Office Administrator helps maintain a high-quality member experience and supports the broader success of the Heritage Real Estate team.

Essential Duties and Responsibilities

• Open and prepare Heritage Ascent space daily to ensure a clean, welcoming, and fully functional environment.
• Greet and assist members and guests with a warm, professional demeanor, offering directions, supporting meeting room or office setup, and anticipating client needs.
• Conduct tours for potential members, highlighting available services, amenities, and membership benefits.
• Coordinate move-in details and onboarding for new companies to ensure a seamless transition into the space.
• Troubleshoot and escalate basic technical issues (e.g., WiFi, printers, projectors), submitting service requests and work orders, as necessary.
• Manage mail and package delivery, including accurate logging and timely notification to clients.
• Coordinate reservations for offices and conference rooms, ensuring proper setup and availability.
• Maintain cleanliness and organization in common areas, including kitchen, meeting rooms, lounges, and reception.
• Enter and track invoices for timely payment and coordinate with the accounting team as needed.
• Collect outstanding balances from clients and ensure accounts remain current.
• Process and run credit card payments for memberships, bookings or other charges.
• Review client billing regularly and follow up on unpaid invoices.
• Monitor inventory levels and order supplies to ensure operational readiness.
• Assist with planning and execution of events, including networking functions and client appreciation activities.
• Collaborate with the Sales & Marketing Manager to support property tours and communication with prospective clients.
• Answer and route incoming calls on a multi-line phone system; provide light administrative and clerical support, as needed for clients.
• Provide additional operational and administrative support to Heritage Real Estate Company as needed, including assisting with special projects, covering staffing needs, handling general office tasks, and any additional responsibilities as requested.
• Uphold a professional image and deliver a consistent, high-level client experience at all times.
• Flexibility to occasionally work evenings or weekends, depending on business or event needs.
• Perform other job-related duties as assigned

Requirements

• High school diploma or equivalent required; a four-year college degree is preferred.
• Outstanding verbal and written communication skills, with the ability to engage professionally and build positive rapport with clients, guests, and team members.
• Proven ability to manage multiple priorities, remain organized, and deliver exceptional service in a fast-paced, client-facing environment.
• High level of discretion, reliability, and a service-first mindset; consistently maintain a polished, professional appearance and demeanor.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfortable navigating various software systems, databases, and standard office equipment.
• Strong attention to detail with the ability to anticipate client needs and respond with poise and professionalism.
• Comfortable assisting with light physical tasks, including lifting up to 25 lbs., bending, and setting up meeting rooms or common areas.
• Flexible and calm under pressure, able to adapt to changing situations and resolve issues quickly and efficiently.
• Demonstrates a warm, welcoming attitude and understands the importance of hospitality in creating a positive client experience.
• Prior experience in reception, concierge, customer service, hospitality, or coworking environments is a plus.