Front Desk Coordinator

Posted 2 days ago

northwood retailDallas (TX)

Secretaries and Administrative Assistants, Except Legal, Medical, and Executive Nonresidential Property Managers

SENIORITY

Junior

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About the role

Front Desk Coordinator Northwood Investors LLC ("Northwood") is a leading, privately held, global real estate private equity investment advisor that invests alongside institutional and private clients in a broad range of real estate opportunities globally, with over $10 billion of assets under management. Northwood was founded in 2006, by John Z. Kukral, the former President, and CEO of Blackstone Real Estate Advisors. The Northwood team has deep experience in sourcing, executing, and managing real estate transactions worldwide, ranging from office buildings and shopping centers to hotels and residential investments. Northwood has locations in the US in Denver (headquarters), New York, Dallas, Los Angeles, and Charlotte. Additionally, the firm has professional teams located in the United Kingdom, Luxembourg and Paris. As a Front Desk Coordinator, you will be the first point of contact for our company. You will welcome guests and greet people who visit the office.

Responsibilities Include:

Answer, screen and transfer inbound phone calls
General clerical duties including photocopying, fax and mailing including FedExMaintain electronic and hard copy filing system. More specifically, files, notice letters, and other communications or pertinent correspondence pertaining to Northwood Retail, and The Shops at Park Lane.
Act as a contact person for internal and external clients' and direct inquiries as appropriate
Concur Expense Reports
Open, sort and distribute incoming mail daily
Assist in planning team outings i.e. volunteering, lunches, employee happy hours, etc.
Prepare and modify documents including correspondence, reports, drafts, memos, and emails pertaining to Northwood Retail, its shopping centers, tenants, and contracted vendors
Maintain corporate contact lists. Prepare and distribute quarterly
Maintain contact lists for The Shops at Park Lane, Hillside Village and Prestonwood Place to include vendors, tenants, and other misc. contacts
Prepare agendas for weekly Property Management meeting. Record, compile, transcribe and distribute minutes of meetingsMRI Sales & Reporting
Parking Management
Maintain X Property Work Order SystemOrder and maintain office supply inventories
Order, manage and stock the refrigerator, coffee, snack station, and discard expired items.
Coordinate maintenance of office equipment, copy machines, postage machines, and coordinate repairs including IT related equipment i.e. click share, teams, etc.
Assist with miscellaneous projects within various Northwood Retail departments. All projects will pertain to administration-oriented tasks
Manage calendar and reservations for the lobby conference room. Have an understanding around the IT equipment, coordinating cleaning as needed and responding to Tenant inquiries
Track, collect and manage the Certificate of Insurance process for Dallas portfolio
Collect and input monthly tenant sales for Dallas portfolio. Contact tenants with inquiries regarding monthly sales and communicate back
Ensuring general cleanliness of office
Other administrative duties as assigned, NWR Budget Meeting office prep, NWR Holiday Party, etc.
Anticipate needs, solve problems, and keep the day flowing smoothly.

Qualifications:

High school diploma or equivalent 2 years + of administrative experience preferred
Positive attitude
Strong verbal and written communication skills
Attention to detail and organization skills
Knowledge of Microsoft Office SuiteStrong Customer Service SkillsSelf-Motivated
This is a full-time, non-exempt position located in Dallas, TX.

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