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Front Office Coordinator
Job Description
Job Position: Front Office Coordinator
Location: Austin, TX 78703
Description: Location: Local Commercial Real Estate Firm
Hours: Monday Friday, 8: 00 AM 5: 00 PM
Position Summary
The Front Office Coordinator is the face and heartbeat of the office. This entry-level role is ideal for a motivated, detail-oriented professional who thrives in a fast-paced environment and enjoys being a central support resource. The Coordinator will provide front desk coverage, administrative support, and office coordination while delivering an exceptional experience to clients, vendors, and employees.
Key Responsibilities
Front Desk & Office Operations
- Serve as the first point of contact for visitors, clients, and vendors;greet all guests with professionalism and warmth
- Provide phone coverage and manage call routing
- Maintain conference rooms to ensure readiness for meetings and client presentations
- Oversee the kitchen and coffee bar, ensuring cleanliness, organization, and restocking
- Monitor office inventory and supplies;manage restocking and ordering
- Stock and troubleshoot printers and office equipment as needed
Administrative & Coordination Support
- Maintain calendars and assist with scheduling meetings
- Serve as a liaison between the firm and external vendors
- Coordinate meetings and events with direction from leadership and the board
- Assist in planning and executing internal employee events and initiatives
- Manage the employee appreciation program and recognition efforts
- Provide general administrative support across teams as needed
Systems & Technology
- Utilize and maintain records in HubSpot
- Support document management and workflows using tools such as DocuSign
- Assist with expense processing (Expensify) and task coordination (Asana)
- Support basic CRM, calendar, and contact management tasks
- Maintain accurate digital filing using Outlook and Google Drive
Required Qualifications
- High school diploma or equivalent
- Eligible to become a Notary Public
- Strong computer literacy, including phone and calendar management
- Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
- Proficiency with Outlook and Google Drive
- Excellent oral and written communication skills
- Ability to multitask and prioritize effectively in a fast-paced environment
- Punctual, dependable, and highly motivated
- Strong problem-solving skills and sound judgment
- Ability to work effectively among diverse communication styles
Preferred Qualifications (Plusses)
- Familiarity with commercial real estate
- Experience or exposure to:
CoStar
HubSpot
Asana
Expensify
DocuSign
Personal Attributes
- Passionate, self-motivated, and positive attitude
- Strong sense of ownership and accountability
- Tech-savvy with a willingness to learn new systems
- Detail-oriented with excellent organizational skills
- Follows established processes and procedures
- Comfortable asking for help when needed
- Strong drive for success and continuous improvement
- A sense of humor and collaborative mindset appreciated
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Discover your next career opportunity in the vibrant job market around Austin, Texas! Known for its lively music scene, world-class cuisine, and abundant outdoor activities, Austin offers a dynamic and thriving environment for job seekers. With iconic landmarks like the Texas State Capitol and Lady Bird Lake, as well as cultural gems such as the Blanton Museum of Art and the historic Paramount Theatre, there's no shortage of enriching experiences in this city. Home to professional sports teams like the Austin FC, this area provides a perfect blend of work and play. Explore our job listings today and embark on a career journey in this irresistibly charming region that promises growth and endless possibilities.