Position Overview

The Administrative Officer provides comprehensive administrative and operational support to the Capital Markets team, ensuring efficient execution of transactions, client services, and day-to-day operations. This role requires strong organizational skills, attention to detail, and the ability to work in a fast-paced, deadline-driven environment.

Key Responsibilities

Transaction Support Assist with preparation and coordination of marketing materials, pitch books, and transaction documentation. Support due diligence processes by organizing data rooms, coordinating information requests, and maintaining document libraries. Schedule and coordinate client meetings, site visits, and transaction closing activities.

Client and Stakeholder Management Serve as primary point of contact for routine client inquiries and requests. Maintain current client contact databases and relationship management systems. Coordinate client entertainment and relationship-building activities. Support business development initiatives and proposal preparation.

Administrative Operations Manage complex calendars for senior team members, including travel arrangements and meeting coordination. Process expense reports, invoices, and other financial documentation. Maintain filing systems for both physical and electronic records. Prepare routine correspondence and internal communications.

Market Research and Analysis Support Assist with market research compilation and basic data analysis. Maintain property databases and market intelligence files. Support preparation of market reports and client presentations. Coordinate with research team on information requests and updates.

Required Qualifications

Education and Experience Bachelor's degree in Business Administration, Finance, Real Estate, or related field preferred. 2-4 years of administrative experience, preferably in commercial real estate, investment banking, or professional services. Experience with transaction support or client services preferred.

Technical Skills Proficiency in Microsoft Office Suite, particularly Excel and PowerPoint. Experience with CRM systems and database management. Familiarity with financial modeling software and real estate industry platforms preferred. Strong typing and data entry capabilities.

Core Competencies Exceptional organizational and time management skills with ability to prioritize multiple tasks. Strong written and verbal communication skills. High attention to detail and accuracy in document preparation. Ability to maintain confidentiality and handle sensitive information appropriately.

Preferred Qualifications

Experience with capital markets transactions or commercial real estate investments. Knowledge of financial markets and investment terminology. Previous exposure to client relationship management in professional services environment. Project coordination experience with cross-functional teams.

Work Environment

Fast-paced office environment with frequent deadline pressure. Occasional overtime required during active transaction periods. Professional interaction with clients, investors, and external partners. Team-oriented culture with emphasis on collaboration and client service excellence.

This position offers excellent exposure to capital markets operations and provides strong foundation for career advancement within commercial real estate finance and investment services.