Office Coordinator - San Francisco, CA

Compass International Holdings; San Francisco (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Sotheby's International Realty in San Francisco's Marina district seeks an experienced Office Coordinator to provide high-touch hospitality, brand representation, and professional administrative support to staff and sales associates.

The role involves onboarding agents, managing listings and transactions data, coordinating trainings, and handling daily office duties with a focus on confidentiality and efficiency.

Qualifications

• Strong patient customer service with excellent verbal and written communication.
• Ability to interact successfully with internal and external customers at all levels.
• Two+ years of experience in a customer-centric environment with administrative office operations responsibilities.
• Real estate background preferred.

Responsibilities

• Assist onboarding for agents, including welcome packages, keys, desk setup, and office tours.
• Assemble recruiting packages and marketing materials for management use.
• Coordinate training and office events; order food, arrange seating, and welcome attendees.
• Submit monthly expense reports for management; coordinate with vendors and staff.
• Enter and update listings in databases; submit properties live on websites; support marketing/transactions teams.
• Answer phones, greet visitors, manage mail, supplies, IT coordination, and sign postings.
• Prepare weekly meeting notes and distribute tour sheets as needed.

Skills

Customer service

Communication skills

Office operations experience

Real estate background

Job description

Job Description: San Francisco Office Coordinator

Location: Sotheby’s International Realty, Marina Brokerage

Sotheby’s International Reality is searching for an experienced Office Coordinator for the San Francisco, Marina office. The Office Coordinator is responsible for providing a high-touch level of hospitality and representing the brand and services Sotheby’s International Realty can provide, by anticipating and responding to the needs of clients, vendors, and the public, while maintaining a personable, team-oriented, and professional disposition. The Office Coordinator is also responsible for providing general administrative support to fellow staff and sales associates.

Administrative Support to Office Management Duties:

• 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.

Transaction Administration Duties:

• 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.

Office Duties:

• 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.

Other Duties:

• Maintain a high level of confidentiality at all times.
• Maintain a professional, organized, and clean work environment.
• Other duties as assigned by management to assist in the operation of the office/department.

Requirements:

• 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.
• Two or more years’ experience in a customer centric business environment with administrative responsibility for office operations.
• Real Estate background preferred.