Office Services Coordinator

Description We are looking for an organized Office Services Coordinator to provide onsite administrative support for a broker and shared team in Irvine, CA. This Long-term Contract position is ideal for someone who enjoys coordinating daily office activities, keeping documentation accurate, and helping teams stay on schedule. The role combines financial administration, meeting support, document handling, and light marketing coordination in a fast-paced, detail-focused environment.

Responsibilities:

• Manage voucher preparation and submission, ensuring transactions are processed accurately and within required timelines.
• Support expense reporting by organizing receipts, reconciling entries, and helping prepare documentation for review.
• Assist with administrative contract coordination by maintaining records, monitoring documentation status, and communicating with internal partners.
• Perform accounts receivable support tasks such as tracking invoices, following up on outstanding items, and preparing basic status updates.
• Oversee electronic signature workflows by distributing documents through DocuSign, monitoring completion, and filing finalized records.
• Coordinate calendars and schedule meetings for brokers, helping align availability and maintain clear communication with attendees.
• Prepare presentation and meeting materials, including printing, assembling, and binding collateral for internal and client-facing use.
• Provide light support for marketing activities and events, helping with logistics, materials, and general administrative follow-through.
• Handle additional day-to-day office duties as needed to support smooth team operations.

Irvine, CA Requirements

• At least 2 years of administrative, office coordination, or related support experience.
• High school diploma or equivalent required.
• Strong verbal and written communication skills with the ability to work effectively across teams and stakeholders.
• Proficiency in Microsoft Office, including Excel, Word, and PowerPoint.
• Comfortable performing general computer-based tasks with accuracy and attention to detail.
• Experience supporting documentation, reporting, scheduling, or financial administrative processes.
• Familiarity with Adobe InDesign is preferred.
• Exposure to CRM or other business systems is a plus.

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