Administrative Support

3 weeks ago

Santa Monica, United States Newmark Full time

The Jr. Administrative Support will provide office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects.

**SKILLS, EDUCATION AND EXPERIENCE**:

- High School Diploma
- Strong problem-solving skills and the ability to proactively find solutions.
- Excellent time management skills
- Research skills.
- Strong communication skills Excellent analysis and writing skills.

**WORKING CONDITIONS**:Normal working conditions with the absence of disagreeable elements.

**Salary**: $62,400 - $65,560 annually**

The expected base salary for this position ranges from $62,400 to $65,650 annually. The actual base salary will be determined on an individualized basis taking into account a wide range of factors including, but not limited to, relevant skills, experience, education, and, where applicable, licenses or certifications held. In addition to base salary and a competitive benefits package, this position may be eligible for additional types of compensation including discretionary bonuses and other short
- and long-term incentives (e.g., deferred cash, equity, etc.).

**NOTE**:The statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified.

**Essential Job Duties**:

- Prepares memoranda, letters, proposals, charts, tables and other documents using various software packages. Provides support through copying, faxing, and mailing as requested by assigned staff
- Prepares site visit memos and engagement letters
- Coordinate with assigned staff or department; creating moderately complex correspondence, spreadsheets and visual presentations for projects.
- Special projects for the Origination Team
- Answers telephones, providing caller with general information, transcribing messages, and when necessary directing callers to appropriate staff or voice mail
- Compiles moderately complex documents and information for necessary reports, informational packages and/or presentation materials.
- Maintains online transaction/deal folders to remain current
- Moves folders to sharepoint once a transaction is transferred to Underwriting
- Updates analysts data folders
- May maintain calendar of appointments for assigned staff or department. Schedules and organizes meetings, conference calls and appointments.
- Maintains third party vendors/inspection calendar
- Prepares items in relation to meetings, including but not limited to, creation and assembly of documents for distribution, coordination of site reservation, food orders, attendance confirmations, and interacting with attendees to address questions or issues on event
- Coordinates travel arrangements including air reservations, scheduling options, hotel reservations, and car rental reservations. Develops travel itineraries to correspond with current schedules. May assist in the completion and processing of expense forms for assigned staff. Produces monthly reports for internal and external clients, based on area of business
- Retrieves, reviews and distributes mail for assigned staff. Take mail and outgoing packages to the mailroom by 4pm daily
- Work with Office of the Building and Parking regarding new employees and any related issues
- Order and maintain office supplies for assigned area, including copy room and kitchen. Process invoices for supply orders
- May serve as member of a team on department related projects.
- Ensure assigned office equipment is adequately maintained and secure. Contacts vendors to report service issues
- If applicable, provides rotating reception relief during lunch hour, morning and afternoon breaks. May also include coverage for short-term absences of staff due to illness or vacation
- Assists with Marketing events and presentations
- Assists with Client events coordinating with the venue, checking in guests, collaborating with Marketing Team on shipping/receiving merchandise
- Maintain kitchen, copy room and conference room in an orderly manner
- Includes loading and unloading dishwasher and running it

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