Office Coordinator

Location: Fort Collins, CO, 80537 (On-Site – The Group Office)

Reports To: Operations Team Lead

FLSA Status: Non-Exempt

For more than 50 years, The Group has been helping people achieve their real estate goals throughout Northern Colorado. What began as a local real estate company has grown into one of the region's most respected real estate organizations by focusing on exceptional service, meaningful relationships, and a commitment to helping people succeed.

At The Group, we believe real estate is about more than transactions. It is about helping individuals, families, employees, and communities prosper.

To create a World where everyone prospers.

• Relationships: We believe strong relationships are the foundation of everything we do. We build trust through integrity, respect, collaboration, and genuine care for others.
• Pursuit of Mastery: We are committed to continuous learning, personal growth, innovation, and excellence. We strive to become better every day and seek opportunities to improve ourselves and the experiences we provide.
• Community: We believe in making a positive impact on the communities we serve. We support one another, give back generously, and work to create opportunities for others to thrive.

The Office Coordinator plays a key role in creating a seamless, welcoming, and professional experience for both internal and external customers. This position provides administrative, operational, and hospitality support that enhances agent productivity and ensures compliance with The Group's standards.

As a central point of contact within the office, the Office Coordinator supports real estate operations by managing daily office activities, coordinating resources, and maintaining a client-focused environment. This role serves as a consistent presence for assigned agents, allowing them to stay focused on their clients and transactions while the office runs efficiently and professionally.

• Greet clients, agents, employees, and guests with warmth and professionalism.
• Maintain coffee and refreshment stations throughout the building.
• Ensure conference rooms, common areas, and work spaces remain clean, organized, and presentable.
• Update the welcome board daily to reflect schedules, meetings, and office events.

• Answer incoming calls, transfer calls, and route messages appropriately.
• Prepare buyer, seller, and relocation packets.
• Send closing reminders and coordinate delivery of marketing or client materials.
• Assist with showing coordination and preparation of showing guides.
• Support agent marketing programs by labeling Insiders, ordering postcards, and preparing Auto Flow materials in collaboration with assistants.

• Manage inbound and outbound mail, including daily inter-office deliveries.
• Maintain inventory of office supplies and printed marketing materials.
• Coordinate floor schedules and conference room reservations.
• Update phone directories and internal resource lists.
• Contribute office announcements and updates to The Morning News.
• Coordinate building maintenance needs with the Facilities Manager or Maintenance Specialist.
• Report issues related to cleaning, lighting, HVAC, technology, or building systems promptly.
• Assist in ensuring maintenance activities are completed efficiently with minimal disruption to business operations.

• Collaborate with internal departments to support smooth daily operations.
• Provide coverage and assistance for other office positions as needed.
• Participate in staff meetings, training programs, and office events.
• Perform additional duties and special projects as assigned.

• Exceptional interpersonal and communication skills.
• Strong organizational, time management, and prioritization abilities.
• Ability to maintain professionalism while managing multiple tasks and competing priorities.
• Strong attention to detail and follow-through.
• Positive, service-oriented, and team-focused attitude.
• Proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets) and Microsoft Office applications.

• High school diploma or GED required.
• Minimum of two (2) years of customer service experience required.
• Previous front desk, receptionist, or administrative support experience preferred.
• Experience in real estate, hospitality, office administration, or another customer-facing environment is highly desirable.

• This position is performed on-site at a The Group office location.
• Standard business hours apply, with occasional flexibility required for meetings, events, or business needs.
• Frequent interaction with clients, agents, employees, and vendors.
• Requires maintaining a professional, welcoming, and customer-focused front desk presence throughout the workday.
• May occasionally lift and carry office supplies and materials weighing up to 25 pounds.