Office Coordinator - San Francisco, CA

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

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.

Sotheby's International Realty® is one of the world’s most prestigious names in real estate and this luxury real estate franchise network was created in 2004. Since that time it has grown to approximately 990 franchise and company owned offices globally and over 24,000 independent sales associates in 75 countries and territories. Franchise affiliates benefit from an association with the venerable, centuries-old Sotheby’s auction house. Sotheby’s International Realty is a subsidiary of Anywhere Real Estate Inc.

Anywhere Real Estate Inc. (NYSE: HOUS) is moving real estate to what's next.Home to some of the most recognized brands in real estate Better Homes and Gardens® Real Estate, Century 21®, Coldwell Banker®, Coldwell Banker Commercial®, Corcoran®, ERA®, and Sotheby's International Realty®, we fulfill our purpose to empower everyone’s next move through our leading integrated services, which include franchise, brokerage, relocation, and title and settlement businesses, as well as mortgage and title insurance underwriter minority owned joint ventures. Anywhere supports nearly 1 million home sale transactions annually and our portfolio of industry-leading brands turns houses into homes in more than 118 countries and territories across the world.

At Anywhere, we are empowering everyone’s next move – your career included.What differentiates us is our scale, expertise, network, and unique business model that positions us as a trusted advisor throughout every stage of the real estate transaction.We pursue talent– strategic thinkers who are eager to always find a better way, relentlessly focus on talent, obsess about growth, and achieve exceptional results.We value our people-first culture,which thrives on empowerment, innovation, and cross-company collaboration as we keep moving the world forward, together. Read more about our company culture and values in our annual Impact Report.

We are proud of our award-winning culture and are consistently recognized as an employer of choice by various organizations including:

• Great Place to Work
• Forbes World's Best Employers
• Newsweek World's Most Trustworthy Companies
• Ethisphere World's Most Ethical Companies