Job Title: Office Services Coordinator (Admin Support)
Job Location: Ontario, CA (Onsite)
Job Duration: 06/02/2025 - 08/01/2025 (Potential for conversion)
Work Hours: Monday-Friday, 8 AM - 5 PM
Job Description:
Summary
Provide administrative support for a small team or department.
Work within the Pooled Support Team.
Typical Workday & Responsibilities
Work in a close-knit, fast-paced, professional/corporate environment with an enthusiastic team.
Must have a personable and friendly personality with a strong focus on teamwork.
Proofreading and attention to detail are critical skills.
Provide typing support for brokers and other office members.
Formatting, proofreading, editing, redlining, and template usage.
Frequent multitasking, requiring quick and efficient work.
Heavy email management.
Serve as a backup receptionist when needed.
Assist in setting up and taking down events.
Support various administrative tasks on the Operations team and be willing to jump in where needed.
A great opportunity to gain experience in real estate.
Qualifications & Skills
Required:
Experience:
3 years of administrative support experience, preferably in a corporate environment.
Education:
High School Diploma/GED
Software Proficiency:
Microsoft Office (Highly proficient in Word; basic knowledge of Excel)
Top Must-Have Skills:
Multitasking
High-level customer service
Strong attention to detail
Preferred:
Software & Tools:
InDesign
DocuSign
Experience in the real estate industry (Nice to have)
Interview Process
Round 1: Zoom interview
Round 2: On-site interview
Additional Responsibilities
Provide administrative support for multiple professionals.
Prioritize conflicting tasks efficiently.
Draft routine reports and correspondence.
Address inquiries and complaints from clients, coworkers, and supervisors.
Present information to internal departments or large groups.
Handle financial calculations such as percentages, discounts, and commissions.
Conduct basic financial analysis and abstract leases.
Analyze and interpret documents effectively.
Problem-solve multiple scenarios.
Utilize advanced Microsoft Office Suite for formatting, research, and web publishing.
Manipulate PowerPoint templates and InDesign documents (preferred).
Apply strong marketing knowledge.
Prepare proposals, presentations, and communication materials.
Coordinate distribution of internal/external marketing materials.
Process Brokers' commission payments while following company policies and legal requirements.
Ensure brand and messaging consistency in marketing materials.
Review marketing material specifications and act as a liaison for centralized marketing teams.
Prepare client-specific property information packages in response to RFIs and RFPs.
Organize and coordinate complex meetings and conferences (on/offsite).
Schedule appointments, travel itineraries, and meeting room reservations.
Maintain information databases and website updates.
Generate standard and ad hoc reports as needed.
Track, maintain inventory of marketing materials, and coordinate advertising schedules.
Other duties as assigned.
Make independent decisions based on company policies and deadlines.
Responsible for setting own project timelines.