Administrative Services Coordinator

Job Description

Posted Tuesday, January 6, 2026 at 11:00 AM

Kidder Mathews has been a leader in the commercial real estate industry for over 56 years, fostering an innovative and dynamic work culture with more than 100 "best workplace" awards. Now the largest fully independent commercial real estate firm in the Western U.S., Kidder Mathews has over 900 professionals across 19 offices in Washington, Oregon, California, Idaho, Nevada, and Arizona. We offer a complete range of brokerage, appraisal, asset services, consulting, and debt & equity finance services for all property types.

The firm averages $9 billion in transaction volume, manages more than 58 million square feet of space, and conducts 2,400 appraisal, consulting, and cost segregation assignments annually. Join us and find out what makes Kidder Mathews one of the best places to work.

The Administrative Services Coordinator works as part of a team that supports the firm's brokerage, asset services and appraisal divisions with reception and administrative needs. Administrative Services Coordinators present the first impression of the company, so they must set a professional image at the front desk both on the phone and in person.

• Work well as a team player and maintain good relationships with co‑workers in a close‑knit team environment
• Support a fast‑paced, high‑profile sales force with administrative tasks, demonstrating excellent customer service and overall can‑do attitude
• Route calls professionally and greet visitors with a polite check‑in experience
• Keep an accurate "in/out" log of which brokers, employees, and visitors are in the office
• Receive and distribute faxes, mail, and deliveries; prepare outgoing mail including overnight and courier packages
• Maintain a clean and professional front desk and lobby areas, keeping equipment and supplies neat and orderly
• Each morning and throughout the day, maintain common areas (kitchen, break rooms, conference rooms, and lobby) and follow sanitization protocols to keep them clean, orderly, and well stocked for the day
• Keep all kitchen equipment including refrigerator, coffee maker, and microwave clean and sanitized
• At the end of the day, clean up and put away supplies and dishes in common areas
• Operate and troubleshoot office equipment like printers, copiers, scanners, fax machine, postage meter, etc.
• Maintain inventory of office and break room supplies and pre‑printed stationery products
• Approve invoices as assigned by Office Manager ensuring billing and allocation is accurate (i.e., overnight mail, courier, office supplies, box lunches, coffee service, etc.)
• Maintain cash accounts as assigned by Office Manager (i.e., petty cash and parking validation); reconcile the accounts each month
• Schedule and manage the calendar for our e‑mail distribution system of flyers
• Provide administrative support creating correspondence, legal documents, invoices, and other documents as assigned by the Office Manager
• Enter information daily into various property and client databases used by the office
• Perform research, special projects, record‑keeping, and other miscellaneous duties as needed for the office

• Perform other duties or projects as requested

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

• Strong computer skills (specifically in MS Office programs Word, Outlook, PowerPoint, Excel)

• Customer service oriented with great interpersonal skills to build relationships with employees, brokers, management, vendors, and clients
• Ability to work with minimal supervision, know when to ask questions, and lead by example
• Ability to speak, write and understand English with excellent grammatical, oral and written communication skills
• Polite and professional communication, telephone etiquette, and professional appearance
• Ability to multi‑task,…