Job Description

• Greet clients, guests, vendors, and employees in a professional, friendly, and service-oriented manner.

• Answer and route incoming phone calls, provide general information, take accurate messages, and direct callers to the appropriate team members.

• Maintain the reception area, conference rooms, kitchen/pantry areas, and shared office spaces to ensure they are clean, organized, stocked, and client-ready.

• Coordinate conference room reservations, meeting setup, catering orders, visitor access, and related logistics for internal and client-facing meetings.

• Receive, sort, distribute, and prepare incoming and outgoing mail, courier deliveries, packages, and overnight shipments.

• Monitor and order office, kitchen, and hospitality supplies; maintain inventory levels and coordinate with vendors as needed.

• Support office equipment needs by reporting service issues, coordinating vendor repairs, and ensuring equipment is operational and secure.

• Assist brokerage and administrative teams with copying, scanning, filing, document preparation, expense support, data entry, and other general administrative tasks.

• Support onboarding logistics for new employees, including workspace preparation, access coordination, welcome materials, and office orientation support.

• Maintain office contact lists, seating charts, visitor logs, vendor lists, and other administrative tracking documents.

• Assist with office events, employee engagement activities, client meetings, broker events, and team gatherings.

• Handle confidential and sensitive business, personnel, and transaction-related information with discretion.

• Identify opportunities to improve front-office processes, service levels, and day-to-day office efficiency.

• Perform other duties and special projects as assigned.

• High school diploma or General Education Degree (GED) required; associate degree or related coursework preferred.

• Minimum of 1–3 years of front desk, receptionist, administrative, office services, hospitality, or client service experience required.

• Experience in commercial real estate, professional services, brokerage, property management, or a corporate office environment preferred.

• Professional presence with excellent verbal and written communication skills.

• Strong customer service orientation and ability to interact effectively with executives, brokers, clients, vendors, and employees at all levels.

• Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint; experience with Teams, visitor management systems, or office service platforms is a plus.

• Excellent organizational skills with the ability to prioritize tasks, manage interruptions, and meet deadlines in a fast-paced environment.

• Strong attention to detail, proofreading ability, and commitment to producing accurate work.

• Ability to take initiative, anticipate office needs, and follow through independently.

• Demonstrated discretion, reliability, punctuality, and professionalism.

• Ability to lift and move office supplies, packages, or materials as needed, consistent with business requirements.