Office Support Coordinator

Fite Venturesorporated • Frisco, TX

4d • Onsite

About The Position

The Office Support Coordinator is responsible for helping keep the office running smoothly by providing exceptional administrative, operational, and customer service support. As the first point of contact for agents, clients, and guests, this position creates a welcoming and professional experience while supporting the Sales Manager in recruiting, agent retention, training, office communications, marketing, events, and day-to-day office operations. This position serves as a trusted partner to the Sales Manager by exercising sound judgment, maintaining confidentiality, and helping create a positive, solution-oriented office environment. Through strong organizational skills, professionalism, and a commitment to service, the Office Support Coordinator plays an essential role in ensuring an organized, engaging, and productive office that reflects CENTURY 21 Judge Fite Company's commitment to delivering extraordinary real estate experiences.

Requirements

• High school diploma or equivalent required
• Two or more years of experience in administrative support, office coordination, customer service, or a related field.
• Excellent communication and interpersonal skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to prioritize multiple responsibilities in a fast-paced environment.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Microsoft Teams.
• Demonstrated ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with professionalism and discretion.
• Ability to remain calm under pressure, de-escalate challenging situations, and maintain positive relationships with agents, clients, vendors, and staff.
• Professional appearance with a positive, service-oriented attitude.

Nice To Haves

• Some college coursework preferred.
• Real estate industry experience preferred but not required.
• Experience with Canva, Zoom, social media platforms, and CRM systems preferred.
• Ability to quickly learn new technology and company systems.

Responsibilities

• Serve as the first point of contact for agents, clients, vendors, and visitors.
• Answer, screen, and direct incoming phone calls professionally and efficiently.
• Greet guests with a friendly, welcoming attitude.
• Provide information regarding office locations, listings, company services, and general real estate questions.
• Relay messages accurately and promptly.
• Assist with scheduling appointments and reserving office resources.
• Maintain office phone lists, directories, and contact information.
• Maintain and update the recruiting pipeline, including candidate contact information, follow-up schedules, activity tracking, and notes.
• Coordinate recruiting events, office tours, and candidate visits.
• Coordinate all onboarding activities for newly affiliated agents, ensuring a smooth and welcoming experience.
• Prepare welcome packets, name badges, desk setup, technology requests, and onboarding materials.
• Maintain agent rosters, office contact lists, and recruiting records.
• Coordinate birthday, anniversary, and milestone recognition for agents.
• Track agent production, event participation, recruiting activity, and retention metrics.
• Support the Sales Manager in fostering an engaging office culture that promotes agent success and retention.
• Coordinate office training sessions, workshops, meetings, and coaching events.
• Schedule presenters, meeting rooms, and technology resources.
• Prepare sign-in sheets, handouts, presentation materials, and training packets.
• Set up and test Microsoft Teams, Zoom, projectors, microphones, and presentation equipment before each training session.
• Maintain the office training calendar.
• Organize and maintain the office training library and resource center.
• Assist and train agents with the adoption of company technology platforms and systems.
• Manage or assist with office social media highlighting recruiting, office culture, agent achievements, community involvement, and events.
• Design flyers, invitations, newsletters, announcements, and promotional materials using Canva in alignment with company brand standards.
• Maintain the Office Wins Board featuring new listings, closings, awards, and agent achievements.
• Develop, organize, and maintain the OneTeam Wall and Agent Resource Center.
• Assist with internal office communications, presentations, and office announcements.
• Coordinate office meetings, recruiting events, client appreciation events, fundraisers, and agent appreciation activities.
• Manage event timelines, RSVP lists, vendor communication, and event logistics.
• Coordinate catering, decorations, supplies, awards, and promotional materials.
• Assist with event setup, breakdown, and day-of coordination.
• Promote events through social media, email, text messaging, presentations, and office signage.
• Send thank-you notes and recognition to vendors, sponsors, and volunteers following events.
• Develop and maintain Office Care Standards to ensure a clean, organized, and welcoming environment.
• Perform routine office walk-throughs to monitor cleanliness, organization, and maintenance needs.
• Maintain conference rooms, kitchen, breakroom, reception, and common areas.
• Monitor office supply inventory and coordinate purchasing.
• Maintain office sign inventory, including yard signs, riders, directional signs, lockboxes, and other marketing materials.
• Coordinate sign ordering, distribution, tracking, repairs, and replacement to ensure adequate inventory for agents.
• Coordinate maintenance requests, seasonal cleaning, facility improvements, and vendor services.
• Collect maintenance invoices and vendor bills and coordinate submission to the Accounting Department for processing.
• Serve as the primary liaison between agents and the Accounting Department by assisting with billing questions, payment inquiries, commission-related requests, and other financial matters.
• Prepare commission invoices as needed, coordinate collection of commission payments from clients, and follow up on outstanding balances while partnering with the Accounting Department to ensure timely processing and accurate recordkeeping.
• Organize storage areas, office supplies, and shared resources.
• Coordinate seasonal decorating and holiday displays.
• Assist with filing, data entry, mail distribution, and special projects.
• Perform additional administrative duties as assigned by the Sales Manager.

Benefits

• Voted the No. 1 Place to Work by The Dallas Morning News and Dallas Business Journal
• Awarded the Best Training in DFW by The Dallas Morning News
• Millions given back to local charities

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED