Job Description

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: + 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. + Ability to interact successfully with both internal and external customers at all levels. + Direct experience in a customer centric business environment with administrative responsibility for office operations. + Real Estate background preferred. EEO Statement: EOE including disability/veteran

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Work at office,

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