Luxury Real Estate Office Coordinator

Socket.dev; San Francisco (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

Sotheby’s International Realty is seeking an experienced Office Coordinator for the San Francisco, Marina office. You will deliver high-touch hospitality, support office management, and assist sales associates with administrative tasks and event planning.

Responsibilities include onboarding agents, preparing marketing materials, coordinating trainings, processing invoices, and maintaining office operations.

Qualifications

• Strong customer service skills with excellent communication skills, both verbal and written.
• Ability to interact successfully with both internal and external customers at all levels.

Responsibilities

• Assist with onboarding new agents, including welcome package, office keys, desk preparation, office tour, and other requirements deemed necessary by management team.
• Assemble recruiting packages and marketing materials for management use.
• Set up in-office trainings and office events, including ordering food, set up chairs, on-screen presentations, and printed handouts, as well as greeting and tracking all attendees.
• Submit monthly expense reports for management team.
• Provide additional administrative support to brokerage managers as needed, e.g., making reservations, contacting sales associates, distributing materials to sales associates.
• Enter and update all listings and sales into appropriate databases, track necessary changes.
• Submit properties live on websites.
• Provide cross-functional support to marketing and transaction team members as needed.
• Welcome on-site visitors, determine nature of business, offer refreshments, and announce visitors to appropriate personnel.
• Answer phones and direct callers to the appropriate destination.
• Submit signage posting/removal requests, manage A-frames and all sign orders.
• Order and maintain office supplies, forms, and equipment; call in copy repairs and building maintenance requests as needed.
• Order coffee supplies and maintain coffee and refreshments needs.
• Receive, sort, and route mail, send out UPS and courier services for agents and management. Maintain office mailboxes.
• Coordinate with IT team to manage equipment updates and agent requests.
• Order and track messenger services.
• Process all incoming invoices.
• Prepare and distribute weekly sales meeting notes to all sales associates and management team, as necessary.
• Prepare and send tour sheets weekly.
• Maintain intra-office phone and email lists, distribute as needed.
• Maintain a high level of confidentiality at all times.
• Maintain a professional, organized, and clean work environment.

Skills

Customer Service

Administrative Support

Job description

Sotheby’s International Realty is seeking an experienced Office Coordinator for the San Francisco, Marina office. You will deliver high-touch hospitality, support office management, and assist sales associates with administrative tasks and event planning.

Responsibilities include onboarding agents, preparing marketing materials, coordinating trainings, processing invoices, and maintaining office operations.