Office Coordinator

2 weeks ago

Bethesda, United States TRANSWESTERN COMMERCIAL SERVICES, L.L.C. Full time

Transwestern Real Estate Services adds value for investors, owners and occupiers of all commercial property types through comprehensive solutions grounded in sound market intelligence. Part of the Transwestern companies, the firm applies a consultative approach to Agency Leasing, Asset Services, Tenant Advisory + Workplace Solutions, Capital Markets and Research & Investment Analytics.

Our firm’s award-winning culture and reputation for exceptional service are built on a common purpose - Empowering Good People to do Extraordinary Things Together. This unique approach, reinforced by the hiring of smart, passionate, hard-working people who understand the benefits of both collaboration and independence, create value for our team members and clients every day.

In this role, you'll be the cornerstone of our day-to-day operations, ensuring smooth execution of project assignments, regional initiatives, and providing essential support to our Bethesda office. Your primary focus will be on assisting the regional marketing team with their operational and administrative tasks, assuring efficiency and timeliness in every aspect. Moreover, you'll be instrumental in maintaining the overall operational excellence of our Bethesda office, working hand-in-hand with our larger office team.

**Regional Marketing Coordination Responsibilities**:

- Spearhead client/broker event planning and execution process including vendor sourcing and coordination, contracts, rsvp lists, and day-of tasks.
- Facilitate orders and coordinate services with vendors for projects, office needs, and events.
- Manage the invoicing process for marketing-related expenses for all clients.
- Regularly visit regional marketing centers to ensure they are well-stocked and organized; restock or troubleshoot as necessary.
- Execute in-house photography for staff headshots, project sites, business development opportunities, local events, as well as Matterport.
- Coordination for new hire onboarding, including internal welcome communications, preparing TW biographies, and scheduling professional headshots.
- Produce and update financial, managerial, and operational reports as needed for leadership.
- Regularly follow up with Marketing Director and Creative Director on open items.
- Engage in office culture, plan marketing meetings, retreats, outings, and celebrations.

Ad-hoc tasks as needed, including running errands, delivering accessories, purchasing items, and associated travel in support of client-forward and marketing initiatives.

**Office Administrative Responsibilities (in support of the operations team)**:

- Schedule, organize, and assist set-up/breakdown for internal and external meetings and events, conference calls and appointments.
- Prepare items in relation to meetings, including but not limited to, creation and assembly of documents for distribution, coordination of site/location reservation, food orders, attendance confirmations, and interacting with attendees to address questions or issues on an event.
- Manage vendor contracts to ensure office suite and breakroom equipment is in good working order/condition (i.e. copiers, printers, binding machine, coffee brewer, etc.) Handle routine maintenance and schedule service calls.
- Act as primary facility contact for building’s property management and work with building maintenance team to ensure office is functioning properly - HVAC, lights, etc.
- Set up and track key fobs with access to building and fitness center.
- Maintain stock levels for office, pantries, and break room supplies. Oversee orders for Transwestern merchandise, business cards and stationery items. Place orders when appropriate and forward invoices for processing payment.
- Assist with preparing proposals and presentation decks: incorporating/editing text, charts, tables, and other documents using various software packages. We can offer training on any required software packages.
- Assist Regional Office and Administrative Manager with specific organizational and data entry assignments as requested.

**POSITION REQUIREMENTS**:

- Four-year college degree.
- A minimum of 3 to 5 years of related experience in office administration, marketing coordination, or event planning.
- Computer proficient, including knowledge in the following programs: Microsoft Office 365 (Word, Excel, PowerPoint, Outlook).
- Skillful Knowledge of Microsoft Teams and other organization platforms
- Skillful knowledge of Adobe Creative Cloud programs is a plus.
- Strong organizational skills, creativity, and interpersonal skills.
- Excellent writing skills to prepare complete and accurate reporting.
- Strong attention to detail - excellent proofreading and editing skills.
- Must be able to work independently and with mínimal supervision.
- A strong work ethic and sense of responsibility, reliability, responsiveness and customer service to all clients, vendors and consultants.
- Ability to communicate and interact effectively with all levels of manage

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