Office Coordinator

Valbridge Property Advisors | Northern California is seeking an organized, resourceful, and personable Office Coordinator to support daily operations in our San Ramon office. Under the general supervision of the Operations Manager, this role plays a central role in the smooth functioning of the office, encompassing administrative support, document production, and oversight of office budgeting and expense management.

Responsibilities

• Manage daily office operations, including answering telephones, greeting clients and visitors professionally, coordinating incoming and outgoing mail, and maintaining office equipment and supplies.
• Maintain organized digital and physical filing systems in accordance with firm records retention standards.
• Order and maintain inventory of office and kitchen supplies; coordinate outgoing shipments via FedEx, UPS, or USPS.
• Serve as the primary point of contact for office equipment maintenance and repairs, scheduling and overseeing necessary service, and coordinating with building management and outside vendors.
• Run occasional errands outside of the office to support daily operations.
• Prepare and format Word documents and Excel spreadsheets to a professional standard.
• Set up new jobs in proprietary software and digital job files.
• Edit and publish appraisal reports and memoranda using firm templates and proprietary software, often under strict deadlines.
• Proofread documents rigorously for accuracy, clarity, and adherence to firm style standards prior to distribution.
• Monitor the office operating budget, tracking monthly expenses against budgeted allocations and proactively flagging variances to management.
• Maintain accurate, well-organized expense records to support timely and accurate financial reporting.
• Provide attentive, professional customer service to clients, visitors, and vendors, serving as a positive first point of contact for the office.
• Assist with marketing initiatives, company website updates, and social media content.
• Maintain and update the company contact directory as needed.
• Coordinate weekly staff lunches, birthday celebrations, and holiday events; circulate birthday cards and help organize related festivities.
• Assist in planning annual company events and quarterly business meetings, including reserving venues as needed.

Requirements

• Two years of proven experience in office coordination or another administrative role.
• Demonstrated initiative and a proactive, can-do attitude, with the ability to anticipate office needs.
• Strong computer literacy, including proficiency in Microsoft Office (Outlook, Word, Excel) and Adobe Acrobat.
• Basic budgeting or expense-tracking experience.
• Excellent organizational skills with keen attention to detail.
• Exceptional customer service skills with a friendly, professional demeanor.
• Strong time management skills and the ability to prioritize and multitask competing tasks effectively.
• Ability to proofread documents accurately, with strong written and verbal communication skills, including sound use of English grammar, punctuation, and spelling.
• Familiarity with standard office equipment (copiers, scanners, multi-line phone systems) and basic office practices and procedures, including filing systems and record keeping.
• Minimum High School Diploma or GED required; college degree preferred.
• Basic mathematical skills required.
• Valid California driver’s license and a reliable, insured vehicle.
• Ability to lift a minimum of 25 pounds.

Benefits

• Medical, dental, and vision coverage
• 401(k) plan with employer match
• Supportive, collaborative office environment with opportunities for professional growth

Pay

Base Salary: $48,000 annually