Administrative Coordinator

Job Title: Administrative Coordinator

Reports to: Co- Managing Directors

Salary: 55-85K (includes base and bonus opportunity)

Location: Downtown Chicago; Hybrid Role (Mon, Wed, Thurs in-office / Tues, Fri home office)

Who We Are 

Newcastle Investors is a real estate investment and operating company focused on multifamily and mixed-use properties throughout urban Chicago. With more than 35 buildings, 5,200 apartment homes, and approximately $1.2 billion in assets, we combine entrepreneurial thinking with institutional backing to deliver long-term value for our residents, capital partners, and neighborhoods.

For more than two decades, our success has been driven by a collaborative, values-driven team that believes great real estate is about more than buildings—it is about creating places where people can live, connect, and thrive. At Newcastle, initiative is encouraged, ideas are welcomed, and every team member has the opportunity to make a meaningful impact. Join a team where your ideas are valued, your contributions matter, and your career can grow alongside one of Chicago’s leading multifamily owners and operators.

Position Summary 

Reporting to the Co-Managing Directors, the Administrative Coordinator will provide support to the teams across the firm. The successful individual will be a highly effective professional with an eye for detail who can multi-task in a fast-paced and fun environment. The position requires organization, resourcefulness and reliability, as well as a “team player” mentality. The Administrative Coordinator must be able to also work independently, maintain confidentiality across a variety of business matters, and be successful in critical project work for the firm.

What You Will Do

Administrative Support

• Maintain Co-Managing Directors' calendars and coordinate all logistics for internal, external, and recurring meetings.
• Adjust daily schedules to resolve conflicts, accommodate shifting priorities, and ensure seamless meetings.
• Manage technical setups, video links, and conference lines to ensure meetings start on time and run efficiently.
• Prepare and submit accurate expense reports and credit card management needs for the Co-Managing Directors.
• Arrange and coordinate flights, hotels, dining reservations, and on-site meeting logistics.
• Process paid time off requests and maintain team availability in calendars.
• Handle critical business correspondence using Docusign, FedEx, couriers, and traditional mail services while coordinating with the broader team

Operations Support

• Support annual business planning process and compile critical materials for board-facing documents and policies.
• Oversee firm-wide industry subscriptions, professional memberships, and renewal services.
• Support and assist in the planning and logistics of firm-wide or team events.
• Manage the broker licensing program and track participation and requirements in partnership with our external partner.
• Assist internal teams with invoice processing, tracking, and basic document management.
• Coordinate and update operations guidelines and policies for the executive team and track annual changes.
• Assist cross-functional teams with special projects and administrative needs.

Requirements

• A minimum of 5 years of experience in a supporting role to one or more member(s) of the leadership team or related experience.
• Advanced writing, grammatical, and document formatting skills.
• Ability to work under pressure, prioritize appropriately, and multitask without compromising professionalism or quality of work. 
• Ability to maintain discretion and confidentiality on all business and employee matters.
• Proven history of being an integrated part of a team culture and managing all work matters with a positive and supportive approach.
• Understand when to follow detailed directions, and when to apply creativity, independent judgement, and problem solving. 
• Advanced skills in Microsoft Office including Word, Excel, PowerPoint, OneNote, and Outlook are required.  
• Interested and willingness to gain proficiency in learning Co-Pilot, AI and other emerging or industry related technologies.

Newcastle Investors is committed to conducting all employment practices for employees at all levels without regard to race, creed, genetic characteristics, gender, color, religion, sex, national origin or ancestry, age, mental or physical disability, marital status, sexual orientation, veteran/military status, gender identity/status, pregnancy, childbirth or related medical conditions, or any other characteristic protected by applicable state, federal or local laws, except where a bona fide occupational requirement exists.

Newcastle Investors is an E-Verify employer. E-Verify is an Internet-based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of their newly hired employees in the United States.