Office Coordinator

Transwestern is a vertically integrated commercial real estate firm dedicated to serving investors, partners and clients through expertise in investment, development, brokerage and property management. Our experience spans diverse property types, including logistics, multifamily, retail, mixed-use, healthcare, office, data centers, hotel, and life sciences. Across 35 offices nationwide, our team is united by a culture that cultivates agility, mutual trust and high performance.

Transwestern Services turns strategy into reality with consistency and accountability, collaborating to provide dynamic, tailored solutions. Whether representing a tenant, advising an investor or repositioning an asset, we operate with tenacity and own the outcome every time. Our 2,200-strong team works across service lines, ready to activate our full platform to deliver a customized, cohesive experience for clients.

POSITION SUMMARY:

The Office Coordinator serves as the primary point of contact for the office, providing front desk coverage, administrative support, and day-to-day workplace coordination. This role helps create a welcoming, organized, and efficient office environment while supporting employees, guests, and multiple service lines.

The Office Coordinator is organized, responsive, resourceful, and comfortable managing multiple priorities. They provide a high level of service while anticipating office needs, solving day-to-day issues, and helping employees and guests have a seamless workplace experience.

ESSENTIAL JOB FUNCTIONS:

Front Desk & Guest Services:

• Serve as the primary point of contact for visitors and incoming calls, providing a professional and welcoming experience.

• Monitor the front entrance, greet and check in guests, and coordinate building access in accordance with security procedures.

• Use PRISM to register guests and submit and track office work orders.

• Respond to general questions and direct visitors and calls to the appropriate team members.

• Maintain a clean, organized, and professional reception area.

New Hire & Workplace Access:

• Support new hire onboarding, including I-9 completion, office tours, and coordination of building and parking access.

• Prepare necessary workplace resources and materials for employees' first day.

• Coordinate ongoing building access, parking, and security needs for employees and visitors.

Office Operations: 

• Retrieve, sort, and distribute incoming mail and packages and coordinate outgoing shipments.

• Maintain office, kitchen, and supply room inventory; restock and order supplies as needed.

• Coordinate vendor deliveries, returns, maintenance, and service calls.

• Maintain kitchens, conference rooms, and common areas so they remain organized and appropriately stocked.

• Participate in the Building Emergency Action Team and serve in assigned emergency response roles as needed.

Meetings & Events:

• Schedule and coordinate meetings, conference calls, conference rooms, and office events.

• Prepare meeting spaces and coordinate food orders, materials, deliveries, IT support, attendance confirmations, and other logistical needs.

• Assist with event setup and breakdown.

• Coordinate office and team food orders as needed.

• Support the planning and execution of company meetings, events, and special functions.

Supplier & Financial Administration:

• Set up new suppliers in Workday.

• Enter, code, scan, track, and process supplier invoices accurately and promptly.

• Process and research vendor invoices as needed

• Verify client ACH information as required.

• Assist with invoice tracking and related financial administrative tasks.

POSITION REQUIREMENTS:

• A high school diploma or GED equivalent (college courses preferred).

• At least 0-2 years of clerical, administrative duties (real estate experience is a plus).

• Must have intermediate to advanced MS 365 Word, Excel and Outlook proficiencies.

• Familiar with basic bookkeeping (accounts payable & accounts receivable) procedures.

• High level of professionalism and the ability to interact well with others.

• Provide professional, timely, courteous and accurate service.

• Highly adaptable and flexible.

• Ability to keep information strictly confidential.

• Strong desire to succeed in an entrepreneurial environment.

• Must be able to handle multiple projects, changing priorities and a continually heavy workload.

• Exceptional oral and written communication skills.

• Strong customer service orientation.

WORK SHIFT:

LOCATION:

ABOUT US

Our firm is built on a shared purpose: Empowering good people to do extraordinary things together. We hire smart, passionate, hard-working people who value both collaboration and independence. United by our brand promise, we own the outcome for clients, investors and partners. Learn more at transwestern.com. 

All candidates selected for an offer of employment are subject to pre-employment background checks, which may include criminal history, education verification, motor vehicle records, credit history, and professional license verification. In addition, your employment with Transwestern is subject to successfully passing a drug screen check prior to you starting with the firm.