Office Coordinator

Job Description

Job Description

Job Summary:

The Office Coordinator supports daily office operations for St. John Properties’ Virginia and Central Maryland region. This role requires a highly organized, proactive, and detail-oriented individual with strong communication, multitasking, and problem-solving skills.

Responsibilities include helping to maintain an efficient, organized, and professional office environment, as well as providing administrative support to the Regional Partner and the Development, Construction, Leasing, and Property Management departments.

This is an on-site position based in Frederick, Maryland, with occasional travel to local municipalities, including but not limited to Loudoun and Prince William Counties in Virginia.

Job Duties:

• Manage front desk operations, including answering phones, greeting visitors, maintaining conference rooms and lobby areas, and coordinating coverage during absences
• Complete monthly employee credit card expense reconciliations
• Create, organize, and maintain confidential files and documents
• Schedule and coordinate internal and external meetings
• Oversee the office vehicle fleet, including maintenance, compliance, and availability
• Track subscriptions and professional memberships
• Manage the live-check process, including issuance, tracking, reordering, and accountability
• Maintain kitchen, copier, work, and storage areas, ensuring cleanliness, organization, and adequate supplies
• Order, stock, and track office supplies and inventory
• Coordinate shredding and mail and package handling, including USPS, UPS, and FedEx
• Manage employee keys, key fobs, and alarm system access
• Oversee office equipment and phone systems, coordinating service and repairs as needed
• Maintain and distribute employee phone lists, extensions, and emergency contact information
• Update and maintain rent expiration reports in employee binders
• Provide administrative support to the Regional Partner as needed
• Maintain positive, professional relationships with clients, tenants, vendors, and suppliers
• Perform other duties as assigned

Job Qualifications:

• 3–5 years of relevant experience
• Strong verbal and written communication skills
• Excellent organizational skills and attention to detail
• Ability to work independently, take initiative, solve problems, and produce quality work
• Ability to handle confidential information with discretion
• Strong prioritization skills, ability to meet deadlines, and demonstrate consistent follow-through
• Proficiency in Microsoft Office, including Word, Outlook, Excel, and PowerPoint
• Reliable and punctual attendance
• Valid driver’s license