Job Description

Overview

Reporting to the Operations Manager in (location), this role includes daily real estate administrative support in a fast-paced environment. As an Administrative Coordinator you will provide sales, marketing, and research support along with general office administration support to our brokers and clients. Your responsibilities will be an exciting mix of creating presentations, listing and offer preparation and client reporting, conducting market research, all while maintaining transaction administration and deal flow.

The ideal candidate will have either a minimum of three years\xe2\x80\x99 experience in the commercial real estate industry and/or a diploma/degree relevant to commercial real estate.

Responsibilities

• Greet clients/visitors, announce visitors to appropriate personnel and direct visitors to appropriate areas.
• Ensure reception area is monitored at all times. Reception should not be left unattended during office hours.
• Answer switchboard, screen and forward telephone calls, take messages, and provide information as required.
• Coordinate the booking and set-up of virtual meetings, meeting rooms/training rooms, including meals and refreshments.
• Book and receive couriers.
• Maintain the cleanliness of the meeting rooms, kitchen areas, and kitchen equipment (i.e., coffee pots, microwave, refrigerators).
• Ensure reception area is kept in an orderly and neat manner.
• Prepare, modify and format documents, forms, brochures, and general word processing.
• Prepare large mail distributions.
• Process incoming/outgoing mail.
• Order office supplies and maintain inventory.
• Maintain databases.
• General office duties as assigned including filing, photocopying, serving beverages, etc.
• Improve procedures where possible.
• General administration /accounting duties as required to relieve pressure from other departments
• 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
• 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.)
• 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.
• Assist other teams, or business units, when required.

Qualifications

• 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.
• 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 work efficiently under pressure with multiple timelines and with limited direction/ supervision.
• Ability to maintain discretion regarding personnel and industry-related matters.
• Positive attitude \xe2\x80\x94 always seeking to better our team, reaching out to bring value.
• Excellent interpersonal and customer service skills.
• Ability to provide essential services to the office in a timely and professional manner.
• To work efficiently independently or as part of a team.
• Strong organizational skills are a must
• Must be proactive and take initiative
• Exceptional attention to accuracy and detail is a requirement
• Must be able to adapt to change and manage multiple demands of various stakeholders

Workplace Type

On-Site

Our Equal Opportunity Commitment

Avison Young practices as an equal opportunity employer in all services locations around the world. We are committed to building and maintaining a workforce diverse in experience, skills and knowledge with uniformity in service excellence, commitment and integrity.

The firm maintains a strict policy to ensure employment opportunities are equal and do not discriminate based on race, color, religion, creed, age, sex, gender, gender identity or expression, sexual orientation, national origin, citizenship, disability, marital and civil partnership/union status, protected veteran or military service status, or any other elements protected by law.

For those requiring assistance with disabilities, information relating to the need for accommodation and accommodation measures will be addressed confidentially.

Avison Young is committed to employing the best talent with the most fair and equitable recruitment practices. Apply with us TODAY!

Benefits offered to full time W2 employees:

• 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)

Work-Life Balance

• Competitive paid vacation days
• 2 personal/wellness days
• Paid holidays plus 2 floating holidays
• Annual volunteer day for Day of Giving

Avison Young