Administrative Office Assistant

Four dynamic, integrated companies make up the Transwestern enterprise, giving us the perspective to think broadly, deeply and creatively about commercial real estate. Clients and investors rely on us for expertise that spans institutional and opportunistic investment, development, hospitality, and brokerage and asset services. Our award-winning, collaborative culture empowers team members with resources and independence to work across boundaries in pursuit of innovative solutions, reinforcing a reputation for service excellence that translates to measurable results.

Through offices nationwide and alliance partners around the globe, we positively impact the built environment and our communities while fostering a work climate that champions career vitality for all. Learn more at  and @Transwestern.

Part of the Transwestern companies, Transwestern Real Estate Services (TRS) strives to add value for investors, owners, and occupiers across all commercial property types. Fueled by a holistic perspective of the real estate life cycle, agility and creativity are hallmarks of our approach, while vast national resources and sound market intelligence underpin customized recommendations and property solutions.

Transwestern is built on a common purpose - Empowering Good People to do Extraordinary Things Together. We are committed to the hiring of smart, passionate, hard-working people who understand the benefits of both collaboration and independence.

POSITION SUMMARY:

This Administrative Office Assistant is responsible for providing comprehensive administrative support to all teams within the office, performing a variety of office coordination and guest services duties, and maintaining overall office efficiency. The Administrative Office Assistant is the main point of contact for the office and ensures a high level of legendary customer service for clients, owners, vendors, and colleagues, while focusing on productivity and results.

ESSENTIAL JOB FUNCTIONS:

* Provide advanced administrative support, including detailed calendar management, correspondence, invoice tracking, presentations, and assembling reports.

* Provide IT support to the office as needed and act as a liaison between the office and the IT department to ensure timely resolution to technical issues.

* Assist in new hire welcome procedures, ensuring that all onboarding activities and resources are prepared and available for each employee's first day.

* Manage general office duties, including mail/package distribution, inventory tracking and ordering for office and kitchen supplies, and organization of supply rooms.

* Schedule and organize meetings, events, conference calls, and conference room reservations.

* 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.

* Ensure guest reception, kitchens, conference rooms, and common areas are clean, organized, and stocked with essentials.

* Serve as central contact for visitors, phone calls, and work orders, logging arrivals and coordinating building access and security concerns.

* Coordinate vendor deliveries, returns and service calls as needed.

* Participate in the planning and execution of company events and meetings.

* Track and manage multiple projects and budgets to meet deadlines.

* Support brokers with expense reports.

* Order property signage and maintain detailed records of signage status and locations using spreadsheets to ensure accurate tracking and timely updates.

* Assist coordinators in maintaining listings in XRM, CoStar, and other listing platforms, as necessary.

* Assist in the preparation of property listings, brochures, and online content.

* Update and maintain client databases, ensuring all information is current and accurate.

* Generate regular reports on deal status, client interactions, and office operations for management review.

* Maintain production printer.

* Process, code, scan, deposit, and research commission and vendor checks/invoices as needed.

* Perform other duties to support office operations as assigned.

POSITION REQUIREMENTS:

* Due to the core functions of this role, a consistent, in-office presence must be sustained.

* Associate degree or some college coursework preferred.

* High school diploma or GED equivalent required.

* A minimum of 2 years of relevant administrative experience.

* Experience in commercial real estate preferred.

* Proficiency in Microsoft Office Suite:
Word, Teams, Excel, PowerPoint, Access (where applicable), and Outlook.

* Ability to operate office equipment, including copiers, binders, phone systems, audio-visual equipment, etc.

* Experience with CRM/database management systems is a plus.

* Excellent writing skills for accurate and comprehensive reporting.

* Strong oral and written communication abilities.

* Outstanding organizational, analytical, and…