Description
Transwestern Real Estate Services adds value for investors, owners and occupiers of all commercial property types through comprehensive solutions grounded in sound market intelligence. Part of the Transwestern companies, the firm applies a consultative approach to Agency Leasing, Asset Services, Tenant Advisory + Workplace Solutions, Capital Markets and Research & Investment Analytics.
Our firm's award-winning culture and reputation for exceptional service are built on a common purpose – Empowering Good People to do Extraordinary Things Together. This unique approach, reinforced by the hiring of smart, passionate, hard-working people who understand the benefits of both collaboration and independence, create value for our team members and clients every day.
Transwestern's Mid-Atlantic region is seeking a highly self-motivated and collaborative individual with exceptional organizational skills. Based in our Bethesda office, the ideal candidate will handle the daily and overarching administrative operations for a dynamic and high-performing regional team.
In this role, you'll be the cornerstone of our day-to-day operations, ensuring smooth execution of project assignments, regional initiatives, and providing essential support to our Bethesda office. Your primary focus will be on assisting the regional marketing team with their operational and administrative tasks, assuring efficiency and timeliness in every aspect. Moreover, you'll be instrumental in maintaining the overall operational excellence of our Bethesda office, working hand-in-hand with our larger office team.
The ideal candidate will be a proactive go-getter with exceptional communication skills and a knack for organization. Someone who thrives on challenges, constantly seeking out new opportunities to learn and grow. Integrity and discretion are paramount, as you'll be entrusted with sensitive information and tasked with enhancing our office-wide processes.
Regional Marketing Coordination Responsibilities:
Support the management and workflow processes of the marketing team using the project management tool Monday.com; ensuring assignments are carried out in a timely and efficient manner.
Spearhead client/broker event planning and execution process including vendor sourcing and coordination, contracts, rsvp lists, and day-of tasks.
Facilitate orders and coordinate services with vendors for projects, office needs, and events.
Manage the invoicing process for marketing-related expenses for all clients.
Regularly visit regional marketing centers to ensure they are well-stocked and organized; restock or troubleshoot as necessary.
Oversee the regional external email calendar, ensuring efficient distribution operations through regular list updates. Additionally, serve as a trained backup for scheduling and dispatching emails as required. Production of printed deliverables, including marketing brochures, surveys, qualifications, proposals, and pitch decks.
Execute in-house photography for staff headshots, project sites, business development opportunities, local events, as well as Matterport.
Coordination for new hire onboarding, including internal welcome communications, preparing TW biographies, and scheduling professional headshots.
Produce and update financial, managerial, and operational reports as needed for leadership.
Regularly follow up with Marketing Director and Creative Director on open items.
Engage in office culture, plan marketing meetings, retreats, outings, and celebrations.
Ad-hoc tasks as needed, including running errands, delivering accessories, purchasing items, and associated travel in support of client-forward and marketing initiatives.
Office Administrative Responsibilities (in support of the operations team):
Manage incoming calls, office voicemail, incoming/outgoing mail and packages, and deliveries.
Schedule, organize, and assist set-up/breakdown for internal and external meetings and events, conference calls and appointments.
Prepare items in relation to meetings, including but not limited to, creation and assembly of documents for distribution, coordination of site/location reservation, food orders, attendance confirmations, and interacting with attendees to address questions or issues on an event.
Manage vendor contracts to ensure office suite and breakroom equipment is in good working order/condition (i.e. copiers, printers, binding machine, coffee brewer, etc.) Handle routine maintenance and schedule service calls.
Act as primary facility contact for building's property management and work with building maintenance team to ensure office is functioning properly – HVAC, lights, etc.
Set up and track key fobs with access to building and fitness center.
Maintain stock levels for office, pantries, and break room supplies. Oversee orders for Transwestern merchandise, business cards and stationery items. Place orders when appropriate and forward invoices for processing payment.
Assist with preparing proposals and presentation decks: incorporating/editing text, charts, tables, and other documents using various software packages. We can offer training on any required software packages.
Assist Regional Office and Administrative Manager with specific organizational and data entry assignments as requested.
POSITION REQUIREMENTS:
Four-year college degree.
A minimum of 3 to 5 years of related experience in office administration, marketing coordination, or event planning.
Computer proficient, including knowledge in the following programs: Microsoft Office 365 (Word, Excel, PowerPoint, Outlook).
Skillful Knowledge of Microsoft Teams and other organization platforms
Experience with project management tools like Monday.com (preferable) or Asana, etc.
Skillful knowledge of Adobe Creative Cloud programs is a plus.
Strong organizational skills, creativity, and interpersonal skills.
Excellent writing skills to prepare complete and accurate reporting.
Strong attention to detail - excellent proofreading and editing skills.
Must be able to work independently and with minimal supervision.
A strong work ethic and sense of responsibility, reliability, responsiveness and customer service to all clients, vendors and consultants.
Ability to communicate and interact effectively with all levels of management.
Exceptional customer service orientation.
Must be self-motivated, resourceful, problem solver and entrepreneurial.
Ability to maintain discretion regarding personnel and industry-related matters.
Ability to lift / carry 15lbs is necessary.
A reliable vehicle is necessary and required.
Must be comfortable with traveling and driving throughout the DMV area. Mileage and parking expenses will be reimbursed. In-office role, requiring in-person presence 5 days a week, Monday through Friday, from 8:30 AM to 5:30 PM with 1 hour lunch break.
WORK SHIFT
LOCATION
Bethesda, MDWe Are Transwestern!
Transwestern's Guiding Principles are woven into the fabric of our firm and underscore the value of each individual team member. We embrace diversity, equity and inclusion — not only as the right thing to do, but as a reflection of who we are. It is our responsibility and heartfelt desire to create an environment that elevates the human spirit and brings out the best in everyone. Transwestern offers an exciting work environment, competitive salary and excellent benefits, which include medical, dental and vision coverage, as well as a 401(K) plan. Transwestern is an Equal Opportunity Employer.
Third Party Agencies/Vendors!
Transwestern recognizes the valued service provided by its recruitment agencies and as such have a Preferred Supplier List, which whom terms of business have been agreed. Only suppliers who have signed these terms can engage with Transwestern and its Family of Companies. If you are interested in becoming a Preferred Supplier vendor, we invite you to email us only at recruittw@transwestern.com. Please provide relevant information about your agency, and our dedicated team will carefully review and approve your submission. We will reach out if we find that there is a potential match and interest in adding your agency to our preapproved recruiting vendors list. Agreements obtained outside of this formal process will not be recognized and will be deemed invalid. We appreciate your understanding and cooperation in adhering to this established procedure. Thank you in advance.
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