What are the responsibilities and job description for the Office Coordinator position at Newmark?
Job Description
JOB DESCRIPTION
Under close supervision, answer and direct incoming calls and visitors to appropriate party, direct and distribute incoming and outgoing mail services. Under direct supervision, maintain existing databases to provide accurate and timely market data and assist Research Manager in tracking commercial real estate market trends.
Responsibilities
ESSENTIAL DUTIES:
SKILLS, EDUCATION AND EXPERIENCE:
NOTE: The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified.
Newmark is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.
JOB DESCRIPTION
Under close supervision, answer and direct incoming calls and visitors to appropriate party, direct and distribute incoming and outgoing mail services. Under direct supervision, maintain existing databases to provide accurate and timely market data and assist Research Manager in tracking commercial real estate market trends.
Responsibilities
ESSENTIAL DUTIES:
- Answer incoming calls. Provide general information and direct callers to appropriate party or voicemail
- Greet visitors, announce visitors to appropriate party, direct guests and clients to waiting area and offer beverages
- Establish a strong rapport in client relationships as well as with vendors and contractors
- Order and maintain office and break room supplies and assist with office equipment issues
- Maintain schedule for location conference rooms
- Maintain general office calendar of birthdays, anniversaries, and staff vacations
- Continuous maintenance and updating of existing real estate databases
- Monitor existing databases for data integrity and erroneous entries. Strives for data completeness and accuracy.
- Responsible for understanding all NGKF research related database programs: G2, CoStar, LoopNet, RE3W, Aerials Express, Solectory, D&B
- Coordinates timely data compilation for maintaining quick turnaround for maximum efficiency to clients
- Inputs all lease comparable information compiled from various sources (newspaper, brokers, other firms, appraisers)
- Maintains current list of brokers and their specialty from all houses on Contacts
- Assists with quarterly database verifications and updates
- Assists with production of quarterly construction reports
- Assists with production and distribution of quarterly market trends
- Produces daily news e-mail to office
- Maintains electronic files of relevant NKF media clipping
- Performs queries and reports for broker requirements when needed
- Serves as secondary point of contact for mapping systems
- Provide general administrative support for Client Services Manager
- Provide support to administrative staff when needed, by assisting with mailing projects, file organization and other clerical projects
- Keep reception area and adjacent conference rooms neat and orderly
- Distribute mail, facsimiles and overnight packages
- May perform other duties as assigned
SKILLS, EDUCATION AND EXPERIENCE:
- Associates degree preferred.
- Minimum of 2-3 years’ experience working in an office environment preferred
- Strong PC skills in working with spreadsheets, word processing and database management
- Strong organizational and multi-tasking skills
- Good telephone techniques and communication skills
- Ability to be cooperative with other employees and management to ensure a smooth running, effective office operation
- Ability to work independently
NOTE: The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified.
Newmark is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.
