Administrative Support Specialist
Summary We are looking for a professional, service-oriented administrative professional to join our administrative team and serve as the first point of contact for our clients, visitors, and vendors. The Front Desk Clerk is responsible for delivering excellent customer service, managing the front office, and supporting daily administrative tasks. This role is crucial in ensuring smooth communication between departments, clients, and external partners. The Front Desk & Administrative Support Clerk will provide vital support to our contracting and property management teams. This position acts as the communication and coordination hub for internal operations, vendors, and external partners. It requires strong organizational skills, attention to detail, and dependability. Duties
- Greet visitors, clients, and contractors with professionalism and a friendly attitude
- Answer and direct incoming calls and emails; take messages as needed
- Manage appointment calendars, including scheduling client meetings and walkthroughs
- Maintain front office appearance and organization (lobby, reception area, mail sorting, etc.)
- Receive and distribute mail, deliveries, and packages
- Assist with filing, scanning, and managing client and project records
- Support document preparation for leasing, contracting, and compliance needs
- Maintain office supply inventory and coordinate orders with vendors
- Perform data entry into internal systems (CRM, project logs, spreadsheets)
- Provide administrative support to office staff and leadership as needed
- Answer and route incoming calls and emails professionally
- Maintain scheduling calendars for site visits, project meetings, and inspections
- Assist with document collection, scanning, and digital file management
- Track project records, work orders, and invoice documentation
- Provide support in drafting basic correspondence, reports, and tracking spreadsheets
- Monitor office supply inventory and order replacements as needed
- Log and file time-sensitive project updates, notices, or client communications
- Assist with preparing materials for contractor onboarding and compliance audits
- Support vendor coordination and internal communication for active projects
- Research, organization, onboarding, and other duties as assigned
- High school diploma or equivalent
- 1+ years of experience in administrative support, preferably in contracting, property management, or real estate
- Proficiency in Microsoft Office (Excel, Word, Outlook); comfortable using shared drives or cloud systems
- Strong communication, organization, and time management skills
- Self-starter with the ability to follow through on routine and deadline-driven tasks
- Able to handle confidential information professionally
- Experience in a construction, real estate, or vendor-driven environment
- Bilingual skills a plus
- Hours: Monday–Friday, 8:30 AM – 5:30 PM
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