Administrative Coordinator

Date posted: 
September 2016

Administrative Coordinator

Avison Young is the world’s fastest-growing commercial real estate services firm. We are seeking a poised detail-oriented Administrative Coordinator to join the Boston brokerage team. The key responsibilities of the Administrative Coordinator include, but are not limited to the following:

Administrative Responsibilities:

  •  Provide support for a  team in technology applications, i.e., Sales Force/Apto, CoStar, In-Design, Outlook, Word, Excel, PowerPoint and other company supported programs.
  • Prepare and execute expense reports on a regular and timely basis
  • Create and maintain cloud based filing system and efficient information retrieval system.
  • Schedule appointments and coordinate calendars.
  • Perform clerical duties to include binding presentations, photocopying and mailing documents.
  • Produce timely and accurate word-processed documents (RFP’s, reports, memos, proposals, charts, agreements, PowerPoint presentations, etc.)
  • Assist large team of professionals, disciplines or business units, when required.
  • Prompt and consistent attendance as required by the job.

Marketing Related Responsibilities:

  • Prepare and distribute marketing materials/packages. Knowledge of appropriate software is mandatory for this – e.g. InDesign, PowerPoint, etc.
  • Active liaison with marketing department
  • Coordinate/manage mailings- partner with marketing department and/or external vendor as needed.
  • Create mass email campaigns.
  • Manage process of distribution, list updates and activity reporting.
  • Process and submit proposals including labor intensive RFP’s.
  • Manage the workflow and approval process.
  • Produce status reports, as needed.
  • Assist team with preparing and updating client-specific reports.
  • Contact internal and external resources for information.
  • Assist and participate as needed for industry functions or client events.
  • Support the team in utilizing Outlook and other data bases, including entry and maintenance for the purposes of direct marketing and client development.

Professional qualifications:

  • Bachelor’s Degree or commensurate experience required.
  • Commercial Real Estate a plus
  • Workplace experience, minimum of 2 years in administrative support role – a marketing background is preferred.
  • Advanced Microsoft Office product knowledge – Adobe Suites, Excel, Word, PowerPoint, and Outlook.
  • Self-Starter – ability to start and complete projects independently. Learns quickly, must be open to change, enjoy the challenge of unfamiliar tasks.
  • Enable brokers to focus on revenue generating tasks by efficiently handling administrative tasks of the team.
  • Written/Oral communications – ability to speak and write clearly and concisely.
  • Attention to detail – must be thorough in accomplishing a task, no matter what size.
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