Sotheby’s International Reality is searching for an experienced Office Coordinator. 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.
· 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 into appropriate databases, track necessary changes.
· Submit properties live on websites.
· Provide cross-functional support to marketing and transaction team members as needed.
· Process executed leases
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.
· 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.
· Provide general office support and back up to the Office Administrator
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:
· The ideal candidate must have a minimum of a 4-year degree or equivocal and/or related office administrative experience (preferably in a real estate office).
· Strong customer service skills with excellent communication skills, both verbal and written.
· Strong attention to detail and highly organized.
· 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.