Administrative Coordinator

Administrative Coordinator

Natick, Massachusetts | 🕒 Monday–Thursday | 8:30 AM–4:30 PM (32 hours/week) In-Person

About the Opportunity:

NAI | Parsons Commercial Group Boston, a full service Commercial Real Estate firm, (www.ParsonsCRE.com) is seeking a highly organized and proactive Administrative Coordinator to serve as the first point of contact for our office and to support daily operations across departments. This role is integral to maintaining efficiency, managing reception desk responsibilities, assisting with marketing efforts, and supporting both our brokerage and property management divisions.

The ideal candidate will be professional, detail-oriented, and comfortable managing a variety of tasks in a fast-paced, team-oriented environment. Strong interpersonal skills, a positive attitude, and the ability to anticipate needs and take initiative are essential.

Key Responsibilities:

• Customer Service: Serve as the face of the company by answering incoming marketing and tenant calls, greeting guests, and ensuring a welcoming and professional office environment
• Office Organization: Maintain a clean, professional, and well-organized office environment at all times. This includes managing common areas, ensuring meeting rooms are guest-ready, and keeping the workspace presentable for visitors and staff.
• Supply Coordination: Oversee inventory of office supplies and refreshments, place regular orders, and coordinate with vendors and service providers to ensure all operational needs are met promptly and efficiently.
• Executive Support- Provide executive support to the President and CEO, including event planning, scheduling, ordering, and assisting with special projects
• Internal Communications & Office Culture: Help foster a positive office environment by coordinating internal communications, including team events, holiday gatherings, and general office announcements.
• Call and Meeting Scheduling- Manage conference call systems and scheduling for virtual meetings via Microsoft Teams and Zoom
• Technology Coordination: Serve as the point of contact for basic technology needs in the office, helping to coordinate with external support or vendors when issues arise with phones, internet, or office equipment.
• Assistance with Other Departments- Assist with the creation and coordination of marketing and branding initiatives for our brokerage division as needed; Support the property management team, including tenant communications and general assistance with our local portfolio. Contribute to a variety of cross-functional projects as needed.

Qualifications:

• Prior experience in an administrative, office management, or executive assistant role preferred
• Have excellent customer service skills to create positive interactions with company clients, vendors, tenants and other real estate professionals
• Proficient with Microsoft Word and Google Drive
• Exceptional organizational and time management skills
• Strong verbal and written communication abilities
• A proactive, adaptable mindset with the ability to manage multiple priorities
• Tech-savvy with the ability to troubleshoot basic IT issues and coordinate solutions
• Familiarity with marketing or real estate operations is a plus

Compensation & Schedule:

• Monday through Thursday | 8:30 AM – 4:30 PM EST (32 hours/week) In-Person
• Compensation commensurate with experience

Benefits:

• Health and dental insurance
• 401(k) plan
• Paid holidays and time off
• Collaborative and supportive team environment
• Opportunities for growth and development

If you are a dependable, enthusiastic professional who enjoys supporting a dynamic team and playing a key role in day-to-day operations, we encourage you to apply.