Office Coordinator - Westlake Village, CA

Anywhere•Westlake Village, CA

5h•Onsite

About The Position

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 agents, 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.

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.

Nice To Haves

Real Estate background preferred.

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.
Assist office Marketing Advisors where needed.
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.
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
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.
Maintain intra-office phone and email lists, distribute as needed.
Provide general office support and back up to the Office Administrator
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.