Office Coordinator - Pacific Palisades, CA

Anywhere•Los Angeles, CA

1d•Onsite

About The Position

Sotheby's International Realty® [https://www.sothebysrealty.com/eng] is one of the world’s most prestigious names in real estate and this luxury real estate franchise network was created in 2004. Since that time it has grown to approximately 990 franchise and company owned offices globally and over 24,000 independent sales associates in 75 countries and territories. Franchise affiliates benefit from an association with the venerable, centuries-old Sotheby’s auction house. Sotheby’s International Realty is a subsidiary of Anywhere Real Estate Inc. Anywhere Real Estate Inc. [http://www.anywhere.re/] (NYSE: HOUS) is moving real estate to what's next. Home to some of the most recognized brands in real estate Better Homes and Gardens® Real Estate [https://www.bhgre.com/], Century 21® [https://www.century21.com/], Coldwell Banker® [https://www.coldwellbanker.com/], Coldwell Banker Commercial® [https://www.cbcworldwide.com/], Corcoran® [https://www.corcoran.com/], ERA® [https://www.era.com/], and Sotheby's International Realty® [https://www.sothebysrealty.com/eng], we fulfill our purpose to empower everyone's next move through our leading integrated services, which include franchise, brokerage, relocation, and title and settlement businesses, as well as mortgage and title insurance underwriter minority owned joint ventures. Anywhere supports nearly 1 million home sale transactions annually and our portfolio of industry-leading brands turns houses into homes in more than 118 countries and territories across the world. At Anywhere, we are empowering everyone’s next move – your career included. What differentiates us is our scale, expertise, network, and unique business model that positions us as a trusted advisor throughout every stage of the real estate transaction. We pursue talent – strategic thinkers who are eager to always find a better way, relentlessly focus on talent, obsess about growth, and achieve exceptional results. We value our people-first culture, which thrives on empowerment, innovation, and cross-company collaboration as we keep moving the world forward, together. Read more about our company culture and values in our annual Impact Report [https://anywhere.re/wp-content/uploads/2025/03/2024-Impact-Report.pdf]. We are proud of our award-winning culture and are consistently recognized as an employer of choice by various organizations including: Great Place to Work Forbes World's Best Employers Newsweek World's Most Trustworthy Companies Ethisphere World's Most Ethical Companies

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 on projects as 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.