Office Coordinator

Transwestern is a vertically integrated commercial real estate firm dedicated to serving investors partnersand clients through expertisein investment development brokerageand property management. Our experience spans diverse property types including logistics multifamily retail mixed-use healthcare office data centers hotel and life sciences. Across 35 offices nationwide our team is united by a culture that cultivates agility mutual trustand high performance.

Transwestern Services turns strategy into reality with consistency and accountability collaborating to provide dynamic tailored solutions. Whether representing a tenant advising an investor or repositioning an asset we operate with tenacity and own the outcome every time. Our 2200-strong team works across service lines ready to activate our full platform to deliver a customized cohesive experience for clients.

POSITION SUMMARY:

The Office Coordinator serves as the primary point of contact for the office providing front desk coverage administrative support and day-to-day workplace coordination. This role helps create a welcoming organized and efficient office environment while supporting employees guests and multiple service lines.

The Office Coordinator is organized responsive resourceful and comfortable managing multiple priorities. They provide a high level of service while anticipating office needs solving day-to-day issues and helping employees and guests have a seamless workplace experience.

ESSENTIAL JOB FUNCTIONS:

Front Desk & Guest Services:

• Serve as the primary point of contact for visitors and incoming calls providing a professional and welcoming experience.

• Monitor the front entrance greet and check in guests and coordinate building access in accordance with security procedures.

• Use PRISM to register guests and submit and track office work orders.

• Respond to general questions and direct visitors and calls to the appropriate team members.

• Maintain a clean organized and professional reception area.

New Hire & Workplace Access:

• Support new hire onboarding including I-9 completion office tours and coordination of building and parking access.

• Prepare necessary workplace resources and materials for employees first day.

• Coordinate ongoing building access parking and security needs for employees and visitors.

Office Operations:

• Retrieve sort and distribute incoming mail and packages and coordinate outgoing shipments.

• Maintain office kitchen and supply room inventory; restock and order supplies as needed.

• Coordinate vendor deliveries returns maintenance and service calls.

• Maintain kitchens conference rooms and common areas so they remain organized and appropriately stocked.

• Participate in the Building Emergency Action Team and serve in assigned emergency response roles as needed.

Meetings & Events:

• Schedule and coordinate meetings conference calls conference rooms and office events.

• Prepare meeting spaces and coordinate food orders materials deliveries IT support attendance confirmations and other logistical needs.

• Assist with event setup and breakdown.

• Coordinate office and team food orders as needed.

• Support the planning and execution of company meetings events and special functions.

Supplier & Financial Administration:

• Set up new suppliers in Workday.

• Enter code scan track and process supplier invoices accurately and promptly.

• Process and research vendor invoices as needed

• Verify client ACH information as required.

• Assist with invoice tracking and related financial administrative tasks.

POSITION REQUIREMENTS:

• A high school diploma or GED equivalent (college courses preferred).

• At least 0-2 years of clerical administrative duties (real estate experience is a plus).

• Must have intermediate to advanced MS 365 Word Excel and Outlook proficiencies.

• Familiar with basic bookkeeping (accounts payable & accounts receivable) procedures.

• High level of professionalism and the ability to interact well with others.

• Provide professional timely courteous and accurate service.

• Highly adaptable and flexible.

• Ability to keep information strictly confidential.

• Strong desire to succeed in an entrepreneurial environment.

• Must be able to handle multiple projects changing priorities and a continually heavy workload.

• Exceptional oral and written communication skills.

• Strong customer service orientation.

WORK SHIFT:

LOCATION:

ABOUT US

Our firm is built on a shared purpose: Empowering good people to do extraordinary things together. We hire smart passionate hard-working people who value both collaboration and independence. United by our brand promise we own the outcome for clients investors and partners. Learn more .

All candidates selected for an offer of employment are subject to pre-employment background checks which may include criminal history education verification motor vehicle records credit history and professional license addition your employment with Transwestern is subject to successfully passing a drug screen check prior to you starting with the firm.