Administrative Services Coordinator

Administrative Services CoordinatorKidder Mathews has been a leader in the commercial real estate industry for nearly 60 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, 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 54 million square feet of space, and conducts 2,700 appraisal, consulting, and cost segregation assignments annually.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.Essential FunctionsWork well as a team player and maintain good relationships with co-workers in a close-knit team environmentSupport a fast-paced, high-profile sales force with administrative tasks, demonstrating excellent customer service and overall can-do attitudeRoute calls professionally and greet visitors with a polite check-in experienceKeep an accurate "in/out" log of which brokers, employees, and visitors are in the officeReceive and distribute faxes, mail, and deliveries; prepare outgoing mail including overnight and courier packagesMaintain a clean and professional front desk and lobby areas, keeping equipment and supplies neat and orderlyEach 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 dayKeep all kitchen equipment including refrigerator, coffee maker, and microwave clean and sanitizedAt the end of the day, clean up and put away supplies and dishes in common areasOperate 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 productsApprove 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 monthSchedule and manage the calendar for our e-mail distribution system of flyersProvide administrative support creating correspondence, legal documents, invoices, and other documents as assigned by the Office ManagerEnter information daily into various property and client databases used by the officePerform research, special projects, record-keeping, and other miscellaneous duties as needed for the officeOther FunctionsPerform other duties or projects as requestedEssential Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the competencies (minimum knowledge, skill, and ability) required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Required KnowledgeStrong computer skills (specifically in MS Office programs Word, Outlook, PowerPoint, Excel)Skills and AbilityCustomer service oriented with great interpersonal skills to build relationships with employees, brokers, management, vendors, and clientsAbility to work with minimal supervision, know when to ask questions, and lead by exampleAbility to speak, write and understand English with excellent grammatical, oral and written communication skillsPolite and professional communication, telephone etiquette, and professional appearanceAbility to multi-task, prioritize, and utilize resources to execute multiple projects and tasks within a deadline-oriented environmentHighly accurate, attentive, and detail-orientedAble to function in a team environment, utilizing resources to execute tasks and solve problemsAbility to type a minimum of 65 wpmProfessional level of confidentiality in handling employee and Broker informationExcellent communication skills to be able to function in a team environment to work a project through to completionAbility to take ownership of assigned tasks with high level of initiativeEducation/CertificationHigh School Degree or equivalent required, Bachelor's degree or combination of education and experience preferredExperience Required1+ year(s) office and/or customer service experienceExperience operating a multi-line phone system, preferred but not requiredWork EnvironmentThis is a standard office environment with standard office noise like talking, office equipment, etc.Physical DemandsWhile performing the duties of this job, the employee is regularly required to talk and hear. This position is often active and may require standing, walking, bending, kneeling, stooping and crouching. The employee must sometimes lift and/or move items up to 50 pounds with the assistance of a hand truck or dolly. The employee must frequently sit and use a computer for long periods of time. Specific vision abilities are required to do this job including close vision, distance vision, peripheral vision, depth vision, color vision and the ability to adjust focus.Supervisory ResponsibilitiesThere are no direct supervisory responsibilitiesKidder Mathews is an equal opportunity employer does not discriminate based on race/ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other status protected by law. Kidder Mathews will accommodate candidates with disabilities to complete this application. Please contact View email address on click.appcast.io if you need an accommodation. AZ, NV, OR & WA residents: We Participate in E-Verify.CA residents: We collect various personal data from employees and applicants for purposes related to employment. Please review the Notice of Data Privacy for Employees and Applicants for detailed information concerning what information we collect, the purposes for which information is collected and with whom such information may be shared. You can find this notice on our careers page at Qualified individuals with arrest or conviction records will be considered for employment in accordance with the Los Angeles and San Diego County Fair Chance Ordinance for Employers and the California Fair Chance Act.