Administrative Coordinator

About the position

Reporting directly to the Property Manager in Philadelphia, PA this position entails providing daily administrative support in the dynamic realm of real estate. As an Administrative Coordinator, you will play a pivotal role in assisting our brokers and clients by offering support in sales, marketing, and research activities, as well as managing general office administration tasks. Your duties will encompass creating presentations, preparing listings and offers, generating client reports, conducting market research, and ensuring seamless transaction administration and deal flow.

Responsibilities

• Provide support to the team in technology applications, i.e., CRM, InDesign, Outlook, Word, Excel, PowerPoint and other company supported programs.
• Prepare and execute expense reports on a regular and timely basis.
• Create and maintain efficient information retrieval system within online file sharing programs.
• Schedule appointments and coordinate calendars.
• Perform clerical duties to include photocopying, mailing and faxing documents.
• Produce timely and accurate word-processed documents (reports, memos, proposals, charts, agreements, PowerPoint presentations, etc.)
• Preparation, control, and maintenance of legal documents (letters of intent, offers, proposals, commission agreements, listing agreements, amendments, waivers, extensions, etc.) throughout the deal and due diligence process.
• Coordinate deal processing with brokers and finance department.
• Assist team with preparing and updating client-specific reports.
• Contact internal and external resources for information, as required.
• Assist and participate in industry functions or client events, as required.
• Support the team in utilizing Outlook, HubSpot CRM and other data bases, including entry and maintenance for the purposes of direct marketing and client development.
• Conduct market information research through various sources including CRM and third-party databases such as RCA, CoStar, REIS, etc.
• Assist other teams, or business units, when required.

Requirements

• Bachelor's Degree or commensurate experience required.
• Minimum of 3 years of experience in an administrative support role.
• Advanced knowledge and efficient use of business suite computer programs including Word, Excel, PowerPoint, Outlook required.
• Experience with Adobe Creative Suite (InDesign, Photoshop, Illustrator, and Acrobat) preferred.
• Must be able to handle flexibility in task management while having a keen eye for detail.
• Ability to read, analyze, interpret, and create general business documentation.
• Ability to write reports, business correspondence and format presentations.
• Excellent and effective verbal and written communication skills.
• Excellent proofreading and editing skills.
• Ability to multi-task, utilize effective time management skills, and be able to recognize and respond to time sensitive issues and tasks.
• Ability to maintain discretion regarding personnel and industry-related matters.

Nice-to-haves

• Experience with Adobe Creative Suite (InDesign, Photoshop, Illustrator, and Acrobat) preferred.

Benefits

• Traditional and Roth 401k with generous employer match and immediate vesting
• 12 weeks of Paid Parental Leave after one year of tenure
• Medical, Dental, Vision Insurance
• Company paid Life and AD&D Insurance
• Company paid Short & Long-Term Disability
• Voluntary Critical Illness and Accident Coverage
• Healthcare, Dependent Care, Commuter & Transit Pre-Tax Benefits
• Wellness program
• Employee Assistance Program (EAP)
• Competitive paid vacation days
• 2 personal/wellness days
• Paid holidays plus 2 floating holidays
• Annual volunteer day for Day of Giving