Administrative Support

Job DescriptionThe Administrative Support will provide office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects.ResponsibilitiesEssential Job Duties:Prepares memoranda, letters, proposals, charts, tables and other documents using various software packages. Provides support through copying, faxing, and mailing as requested by assigned staffPrepares site visit memos and engagement lettersPrepares electronic and printed marketing materials - coordinates necessary approvals with Marketing Department and Origination Team prior to publishingCoordinate with assigned staff or department; creating moderately complex correspondence, spreadsheets and visual presentations for projects.Special projects for the Origination TeamAnswers telephones, providing caller with general information, transcribing messages, and when necessary, directing callers to appropriate staff or voice mailCompiles moderately complex documents and information for necessary reports, informational packages and/or presentation materials.Maintains departmental filing and tracking systems. Includes establishing files for all written / email correspondence, project work, and reports. Coordinates off-site storage for old filesMaintains online transaction/deal folders to remain currentMoves folders to Sharepoint once a transaction is transferred to UnderwritingUpdates analysts data foldersMay maintain calendar of appointments for assigned staff or department. Schedules and organizes meetings, conference calls and appointments.Maintains third party vendors/inspection calendarPrepares items in relation to meetings, including but not limited to, creation and assembly of documents for distribution, coordination of site reservation, food orders, attendance confirmations, and interacting with attendees to address questions or issues on eventCoordinates travel arrangements including air reservations, scheduling options, hotel reservations, and car rental reservations. Develops travel itineraries to correspond with current schedules. Assists in the completion, submission and processing of expenses in Concur for assigned staff. Produces monthly reports for internal and external clients, based on area of businessRetrieves, reviews and distributes mail for assigned staff. Take mail and outgoing packages to the mailroom by 4pm dailyWork with Office of the Building and Parking regarding new employees and any related issuesOrder and maintain office supplies for assigned area, including copy room and kitchen. Process invoices for supply ordersMay serve as member of a team on department related projects.Ensure assigned office equipment is adequately maintained and secure. Contacts vendors to report service issuesIf applicable, provides rotating reception relief during lunch hour, morning and afternoon breaks. May also include coverage for short-term absences of staff due to illness or vacationAssists with Marketing events and presentationsAssists with Client events coordinating with the venue, checking in guests, collaborating with Marketing Team on shipping/receiving merchandiseMaintain kitchen, copy room and conference room in an orderly mannerQualificationsSKILLS, EDUCATION AND EXPERIENCE:High School DiplomaStrong problem-solving skills and the ability to proactively find solutionsExcellent time management skillsResearch skillsStrong communication skillsExcellent analysis and writing skillsExperience with Microsoft Office Suite, Campaign Breeze and Concur are a plusSalary: $30/hr. - $35/hr.The hourly rate is between $30.00 and $35.00per hour, and the anticipated annual base compensation range for this position will be $62,400- $72,800 inclusive of required overtimeWORKING CONDITIONS: Normal working conditions with the absence of disagreeable elements.NOTE: The statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified.Newmark is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.

Created: 2025-01-20