Front Desk Coordinator

Northwood Retail; Dallas (TX); On-site; USD 38,000 - 52,000; Full time

Job summary

Northwood Retail is seeking a Front Desk Coordinator in Dallas, TX. You will greet visitors, answer calls, and manage clerical tasks to ensure smooth daily office operations for the Northwood Investors LLC team and its properties.

Responsibilities include handling mail, coordinating meetings, processing expense reports, maintaining filing systems, and assisting with various admin projects to support property management activities.

Qualifications

• High school diploma or equivalent.
• 2+ years administrative experience preferred.
• Strong verbal and written communication skills.
• Attention to detail and organization skills.
• Knowledge of Microsoft Office Suite.

Responsibilities

• Answer, screen and transfer inbound phone calls.
• General clerical duties including photocopying, fax and mailing.
• Maintain electronic and hard copy filing system and related communications.
• 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.
• Prepare documents and emails pertaining to Northwood Retail and tenants.
• Maintain calendars and conference room reservations; prepare meeting minutes.

Skills

Verbal communication

Written communication

Attention to detail

Organization

Self-motivated

Administrative experience

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

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.

Position Overview

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 FedEx
• Maintain 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 meetings
• Parking Management
• Maintain X – Property Work Order System
• Order 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
• Strong verbal and written communication skills
• Attention to detail and organization skills
• Knowledge of Microsoft Office Suite
• Strong Customer Service Skills
• Self-Motivated

Status & Location

This is a full-time, non-exempt position located in Dallas, TX.