Office Administrator - Southampton, NY

Anywhere•Village of Southampton, NY

About The Position

Office Administrator – Sotheby’s International Realty, Hamptons Brokerage Sotheby’s International Realty, Inc. – Hamptons Brokerage is seeking a highly organized, proactive Full‑Time Office Administrator to support daily office operations across our Hamptons locations. This role is essential to ensuring a smooth, professional, and service‑oriented environment for our sales associates, staff, and Brokerage Manager. The ideal candidate is professional, dependable, solutions‑oriented, and thrives in a fast‑paced, team‑focused setting.

Requirements

Bachelor’s degree or equivalent work experience required.
Previous administrative experience strongly preferred, especially within a real estate office or similar professional environment.
Exceptional customer service skills and a polished, professional demeanor.
Strong written and verbal communication abilities.
Excellent organizational skills with a high level of accuracy and attention to detail.
Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and ability to learn industry‑specific software programs.
Ability to multitask, prioritize, and adapt in a dynamic environment.
Personable, team‑oriented, flexible, and committed to maintaining a high standard of professionalism.

Responsibilities

Oversee daily office operations, ensuring a professional, organized, and efficient work environment.
Manage office equipment and supplies, including coordination of repairs, maintenance, and installations.
Provide guidance and support to office staff to ensure consistent operational standards.
Serve as a primary point of contact for sales associates; provide guidance, support, and problem‑solving across daily activities.
Assist with new sales associate onboarding, including orientation to office operations and coordinating workspace setup.
Provide IT and administrative support as needed.
Perform other duties as assigned by management to support the overall function of the brokerage.
Enter and maintain all pending and closed escrow/sales information in the company database.
Support the Brokerage Manager with reporting, file management, and escrow documentation.
Process commission checks using the company’s real estate commission‑tracking system.
Maintain all office records and files, including transaction files and sales associate documentation.
Manage month‑end sales associate billing, including invoice reconciliation, payment processing, and coordination with Accounts Payable.
Process additional payables (T&E, vendor invoices, non‑marketing billing).
Track marketing expenses for listings to support accurate closing reconciliations and recovery processes.
Assist with the preparation of monthly budgets and collaborate with the Marketing and Corporate Finance teams to monitor marketing cost activity.