Office Coordinator

2 months ago

Newport Beach, United States Mark IV Capital Full time

Mark IV Capital is a privately held, growth-oriented real estate development and investment company headquartered in Newport Beach, CA. focused on acquiring, developing, owning, and operating commercial real estate investments. The firm is seeking an Office Coordinator to join its team, working from our Newport Beach office.


The role of the Office Coordinator ensures the office is running smoothly by providing receptionist duties, ensuring office equipment and machines are being maintained and operating efficiently, and AV equipment is always functional in the conference rooms. The Office Coordinator will help coordinate all companywide functions, such as the annual holiday party, summer event, monthly happy hours, create internal flyers, and update companywide communication via Teams channels. The position reports to the Office Manager.


Mark IV Capital values creativity and innovation and encourages its employees to develop solutions to the unique and varying challenges we face. We respect and capitalize on our diverse attributes and abilities to maximize the effectiveness of the team. We support open communication and an informal, yet professional, work environment.


We offer competitive compensation, benefits, and opportunities for professional growth and development within a supportive and inclusive work environment.


Essential Duties and Responsibilities include the following. Other duties may be assigned.


  • Provides receptionist duties, including but not limited to, answering phone calls in a polite and professional manner and welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department.
  • Ensures the office is running smoothly and the office equipment (AV, copies, printers, postage machine, etc.) and coffee machines are maintained. Ensures copier/printer ink is in stock.
  • Responsible for incoming and outgoing mail, via USPS, FedEx, UPS, etc. This will include appropriate people.
  • Helps manage phone system (Teams) and ensures information is updated for new users.
  • Manages ordering parking cards and building FOB.
  • Works closely with Property Management to communicate any building issues.
  • Creates flyers and marketing material, as needed.
  • Coordinates Monthly Company Meetings by sending out Teams invites to all employees and coordinates any food catering.
  • Sets up conference room and provides support in preparation of Board meetings.
  • Sets up and maintain corporate accounts with vendors (Costco, Staples, etc.) to obtain purchasing discounts.
  • Orders office and kitchen supplies and keeps both well stocked.
  • Manages off-site file storage through Iron Mountain.
  • Helps coordinate companywide functions such as annual holiday parties, summer picnics, etc.
  • Maintain the companywide org chart through Lucid Software.
  • All other duties as assigned by Management


Education / Experience

  • High School Diploma or GED equivalent, college degree preferred
  • 1-3 years administrative assistance and/or customer service experience
  • Real Estate industry experience preferred
  • Excellent proficiency in Microsoft Office applications


Other Skills / Abilities

  • Good interpersonal and organizational skills
  • Excellent written and verbal communication skills
  • Ability to meet deadlines
  • Must be a self-starter and a go-getter
  • Strong analytical and problem-solving skills
  • Ability to greet the public in a cheerful and helpful manner
  • A positive attitude
  • Must have patience and professionalism
  • Must be able to work both independently and in a team
  • Must be detail-oriented, flexible, and multi-task oriented
  • Keen attention to detail and ability to manage deadlines
  • Self-motivated with a natural curiosity to dig for facts as issues/concerns arise
  • Ability to follow directions from a supervisor
  • Ability to understand and follow posted work rules and procedures
  • Ability to accept constructive criticism
  • Technologically savvy with a basic understanding of IT systems.
  • Outstanding communication skills, both written and verbal.


Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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