Coordinator, Front Desk

Responsibilities Greet clients, guests, vendors, and employees in a professional, friendly, and service-oriented manner. Answer and route incoming phone calls, provide general information, take accurate messages, and direct callers to the appropriate team members. Maintain the reception area, conference rooms, kitchen/pantry areas, and shared office spaces to ensure they are clean, organized, stocked, and client-ready. Coordinate conference room reservations, meeting setup, catering orders, visitor access, and related logistics for internal and client-facing meetings. Receive, sort, distribute, and prepare incoming and outgoing mail, courier deliveries, packages, and overnight shipments. Monitor and order office, kitchen, and hospitality supplies; maintain inventory levels and coordinate with vendors as needed. Support office equipment needs by reporting service issues, coordinating vendor repairs, and ensuring equipment is operational and secure. Assist brokerage and administrative teams with copying, scanning, filing, document preparation, expense support, data entry, and other general administrative tasks. Support onboarding logistics for new employees, including workspace preparation, access coordination, welcome materials, and office orientation support. Maintain office contact lists, seating charts, visitor logs, vendor lists, and other administrative tracking documents. Assist with office events, employee engagement activities, client meetings, broker events, and team gatherings. Handle confidential and sensitive business, personnel, and transaction-related information with discretion. Identify opportunities to improve front-office processes, service levels, and day-to-day office efficiency. Perform other duties and special projects as assigned. Qualifications High school diploma or General Education Degree (GED) required; associate degree or related coursework preferred. Minimum of 1–3 years of front desk, receptionist, administrative, office services, hospitality, or client service experience required. Experience in commercial real estate, professional services, brokerage, property management, or a corporate office environment preferred. Professional presence with excellent verbal and written communication skills. Strong customer service orientation and ability to interact effectively with executives, brokers, clients, vendors, and employees at all levels. Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint; experience with Teams, visitor management systems, or office service platforms is a plus. Excellent organizational skills with the ability to prioritize tasks, manage interruptions, and meet deadlines in a fast‑paced environment. Strong attention to detail, proofreading ability, and commitment to producing accurate work. Ability to take initiative, anticipate office needs, and follow through independently. Demonstrated discretion, reliability, punctuality, and professionalism. Ability to lift and move office supplies, packages, or materials as needed, consistent with business requirements. #J-18808-Ljbffr Newmark