Administrative Associate

We are collaborative entrepreneurs raising the bar on what it means to provide a higher level of service. No matter how much we grow our global reach and resources, our approach to commercial real estate will always be people-driven and client-focused. The way we see it, better is bigger.

The Receptionist/Administrative Associate is responsible for working directly with Office Coordinator and Senior Managing Director in performing clerical, administrative, and marketing assignments for the office and brokerage operations. It is the responsibility of the Receptionist/Administrative Associate to not only exhibit legendary customer service when communicating with clients, prospective clients, team members and vendors, but also to focus on productivity and results.

* Maintain a professional atmosphere in entrance lobby. * Greet visitors courteously and inform appropriate employees of their arrival. Assist guests in arranging local transportation. * Responsible for the receipt, transmittal and distribution of faxes and other deliveries. * Sort and route incoming mail. * Coordinate conference room reservations, including conference call and other A/V needs, catering, etc. * Answer incoming calls promptly and in a professional manner, route calls and/or take complete messages when necessary, and make certain all messages get to the proper person. * Forward phones to afterhours call service each evening and un-forward each morning (if not already done). * The receptionist should be stationed at the front desk whenever possible. If a break is needed, another member of the admin staff should relieve. * There should not be personal conversations that take place at the front desk with anyone (within reason, a short personal dissertation that is under a couple of minutes, common sense should be used). * Prepares memoranda, letters, proposals, charts, tables and other documents using various software packages. * Provides support through copying, faxing, and mailing as requested. * Compiles moderately complex documents and information for necessary reports, informational packages and/or presentation materials. * Maintains departmental filing and tracking systems. Includes establishing files for all written / email correspondence, project work, and reports as necessary. * Assists in the completion and processing of expense forms for assigned staff. * Ensures assigned office equipment is adequately maintained and secure. Contacts vendors to report service issues. * Orders and maintains office supplies. Processes invoices for supply orders. * Assists with property research on CoStar. * Maintains xRM/CRM pipeline and property listings. * Provides weekly and monthly reports to Office Coordinator on pipeline, listing, and marketing activity. * Coordinate and communicate effectively with administrative, research, marketing, and brokerage team members to complete projects efficiently, solve problems and meet deadlines.

* High school diploma or GED equivalent * College degree preferred * 1-3 years of administrative experience * Computer proficient, including knowledge in the following programs:Microsoft Word, Excel, PowerPoint, Adobe Acrobat and Outlook. Experience with Adobe Creative Suite preferred * Ability to keep information strictly confidential. * Must be able to handle multiple projects, changing priorities and heavy workload. * Must be hard working, self-motivated, deadline sensitive and accurate. * Exceptional oral and written communication skills. Strong attention to detail - excellent proofreading and editing skills. * Strong customer service orientation. * Must be reliable. * A strong team player, willing to help team when necessary.