Office Coordinator Office Coordinator
Location: Fort Collins, CO, 80537 (On-Site – The Group Office)
Reports To: Operations Team Lead
FLSA Status: Non-Exempt
About The Group
For more than 50 years, The Group has been helping people achieve their real estate goals throughout Northern Colorado. What began as a local real estate company has grown into one of the region's most respected real estate organizations by focusing on exceptional service, meaningful relationships, and a commitment to helping people succeed.
At The Group, we believe real estate is about more than transactions. It is about helping individuals, families, employees, and communities prosper.
Our Mission
To create a World where everyone prospers.
Our Values
- Relationships: We believe strong relationships are the foundation of everything we do. We build trust through integrity, respect, collaboration, and genuine care for others.
- Pursuit of Mastery: We are committed to continuous learning, personal growth, innovation, and excellence. We strive to become better every day and seek opportunities to improve ourselves and the experiences we provide.
- Community: We believe in making a positive impact on the communities we serve. We support one another, give back generously, and work to create opportunities for others to thrive.
Position Summary
The Office Coordinator plays a key role in creating a seamless, welcoming, and professional experience for both internal and external customers. This position provides administrative, operational, and hospitality support that enhances agent productivity and ensures compliance with The Group's standards.
As a central point of contact within the office, the Office Coordinator supports real estate operations by managing daily office activities, coordinating resources, and maintaining a client-focused environment. This role serves as a consistent presence for assigned agents, allowing them to stay focused on their clients and transactions while the office runs efficiently and professionally.
Essential Duties and Responsibilities
Hospitality & Customer Experience
- Greet clients, agents, employees, and guests with warmth and professionalism.
- Maintain coffee and refreshment stations throughout the building.
- Ensure conference rooms, common areas, and workspaces remain clean, organized, and presentable.
- Update the welcome board daily to reflect schedules, meetings, and office events.
Administrative & Transactional Support
- Answer incoming calls, transfer calls, and route messages appropriately.
- Prepare buyer, seller, and relocation packets.
- Send closing reminders and coordinate delivery of marketing or client materials.
- Assist with showing coordination and preparation of showing guides.
- Support agent marketing programs by labeling Insiders, ordering postcards, and preparing AutoFlow materials in collaboration with assistants.
Office Organization & Resource Management
- Manage inbound and outbound mail, including daily inter-office deliveries.
- Maintain inventory of office supplies and printed marketing materials.
- Coordinate floor schedules and conference room reservations.
- Update phone directories and internal resource lists.
- Contribute office announcements and updates to The Morning News.
Facilities & Vendor Coordination
- Coordinate building maintenance needs with the Facilities Manager or Maintenance Specialist.
- Report issues related to cleaning, lighting, HVAC, technology, or building systems promptly.
- Assist in ensuring maintenance activities are completed efficiently with minimal disruption to business operations.
Team & Agent Support
- Collaborate with internal departments to support smooth daily operations.
- Provide coverage and assistance for other office positions as needed.
- Participate in staff meetings, training programs, and office events.
- Perform additional duties and special projects as assigned.
Qualifications
Required Skills
- Exceptional interpersonal and communication skills.
- Strong organizational, time management, and prioritization abilities.
- Ability to maintain professionalism while managing multiple tasks and competing priorities.
- Strong attention to detail and follow-through.
- Positive, service-oriented, and team-focused attitude.
- Proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets) and Microsoft Office applications.
Education & Experience
- High school diploma or GED required.
- Minimum of two (2) years of customer service experience required.
- Previous front desk, receptionist, or administrative support experience preferred.
- Experience in real estate, hospitality, office administration, or another customer-facing environment is highly desirable.
Working Conditions
- This position is performed on-site at a The Group office location.
- Standard business hours apply, with occasional flexibility required for meetings, events, or business needs.
- Frequent interaction with clients, agents, employees, and vendors.
- Requires maintaining a professional, welcoming, and customer-focused front desk presence throughout the workday.
- May occasionally lift and carry office supplies and materials weighing up to 25 pounds.
Equal Employment Opportunity Statement
The Group is an Equal Opportunity Employer and is committed to fostering a diverse, inclusive, and respectful workplace. Employment decisions are made without regard to race, color, religion, creed, sex, pregnancy, childbirth and related conditions, sexual orientation, gender identity or expression, national origin, ancestry, age, disability, genetic information, veteran status, military status, marital status, or any other characteristic protected by applicable federal, state, or local law.
The Group is committed to providing reasonable accommodations for qualified individuals with disabilities and for sincerely held religious beliefs, practices, and observances in accordance with applicable law.
Compensation details: 18-21 Hourly Wage
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