Office Coordinator - Westlake Village/ Malibu

Anywhere•Westlake Village, CA

1d•$24 - $26•Hybrid

About The Position

Step into the world of luxury real estate as the operational heartbeat of our Westlake Village office. Sotheby’s International Realty is seeking a tech-savvy, service-driven Office Coordinator to elevate our day-to-day operations, empower our elite team of real estate agents, and deliver an exceptional experience to clients and guests. If you thrive in a polished, fast-paced environment where dynamic administrative support meets cutting-edge technology, this role offers the perfect platform to showcase your organizational skills and grow with a globally renowned brand.

Requirements

2+ years in office administration, operations, or client support
Exceptional interpersonal and communication skills with a natural instinct for client care and discreet professionalism.
Strong attention to detail, proactive problem-solving skills, and the ability to balance competing priorities in a fast-paced environment.
Advanced comfort with Microsoft 365 (Teams, SharePoint, Excel) and Google Workspace.
Demonstrated enthusiasm for learning new platforms, business CRMs, and AI productivity tools.

Nice To Haves

Real Estate brokerage experience preferred
Bachelor’s degree preferred

Responsibilities

Enter and update listing data across internal systems and third-party real estate platforms, ensuring accuracy and brand consistency.
Process lease transactions, route incoming invoices for approval, and maintain organized transaction records.
Provide agile support to administrative, marketing, and transaction teams, serving as a key backup to the Office Administrator.
Orchestrate seamless onboarding for incoming agents, managing welcome packages, workspace setup, technology integration, and office tours.
Serve as the go-to specialist for brokerage tools, CRM platforms, digital marketing software, and AI-powered productivity apps. Assist agents with onboarding, basic troubleshooting, and platform adoption.
Coordinate in-office workshops, trainings, and events—managing space setup, AV needs, catering, printed materials, and attendee logistics.
Deliver a high-touch, professional experience by greeting visitors, managing incoming calls, and maintaining a refined, client-ready reception area.
Assist the Brokerage Manager with scheduling, communications, and confidential projects. Assemble recruiting packages, signage orders, and marketing collateral alongside Marketing Advisors.
Oversee office inventory, supply ordering, mail/courier distribution, copier maintenance, and vendor requests. Keep conference rooms and common areas pristine.