Office Coordinator

 Who We Are

SVN The Masiello Group was founded in 1987 to improve the commercial real estate industry for all stakeholders through cooperation and organized competition. With a footprint across Vermont, New Hampshire, and Maine, SVN offers significant geographic coverage and outreach to traditional, cross-market, and emerging buyers and tenants. Our goal is to deliver maximum value to our clients and our team of advisors.

What We’re Looking For 

This is a detail-heavy and knowledge-rich role that requires consistent learning, clear written and verbal communication, and a proactive mindset. We’re looking for someone who takes initiative, thrives under responsibility, and understands that strong performance includes both day-to-day tasks and long-term growth.

We’re looking for someone who takes pride in their work, goes beyond just completing tasks, and takes ownership of outcomes. This role is best suited for someone who is eager to learn and consistently looks for ways to support the team. The ability to communicate clearly—especially in writing—is critical, as is the willingness to dive into complex systems and commit to professional growth. Flexibility to occasionally stay late to finish time-sensitive work is part of the expectation.

Key Qualities: 

• Self-starter who takes initiative
• Strong sense of personal accountability and integrity
• Strong attention to detail
• Professional and clear communicator (especially written)
• ·Willingness to learn continuously
• A proactive mindset and solutions-focused approach
• Committed to supporting leadership/team
• Doesn't cut corners or settle for "good enough"
• Strong follow-through and accountability
• Flexible and dependable under pressure or deadline

Benefits of working at SVN The Masiello Group:

• Paid Time off
• Medical with company-paid HSA
• Dental and Vision Insurance 
• 401(k) Plan + company match
• Voluntary Critical Illness, Accident, Long-Term Disability and Life/AD&D Insurance plans
• Medical flexible spending/dependent care accounts

Duties & Responsibilities

Office Administration

• Serve as the primary liaison between the home office and advisors, maintaining clear, timely, and professional communication.
• Greet clients and advisors, manage inbound calls, schedule appointments, and oversee daily office operations.
• Maintain office supplies and inventory, ensuring a clean, organized, and efficient work environment.
• Handle sensitive and confidential information with the utmost discretion and integrity.
• Manage listing data across platforms, coordinate signage logistics, and ensure timely listing updates and closures.
• Provide advisor support including CRM updates, lead management assistance, tech troubleshooting, and regular advisor check-ins.
• Track advisor licensing status and manage renewal notifications.
• Onboard and offboard advisors on SVN and Masiello systems, ensuring seamless transitions and proper training on processes and tools.
• Generate monthly reports via Reonomy and fulfill advisor-specific data requests.
• Create, distribute, and track invoices; follow up on outstanding balances; keep advisors informed of their billing status.
• Organize and oversee local events including logistics, signage, catering, and on-site support.

Marketing & Social Media

• Develop and manage social media content across LinkedIn, Facebook, and Instagram with consistent branding and messaging.
• Publish blogs, announcements, and news updates to the company website.
• Design and customize marketing materials (flyers, brochures, emails) for clients and advisors using tools like Canva and Adobe InDesign.
• Coordinate PR requests and tailor marketing efforts for individual advisor needs.

Transactional Processing & Compliance

• Process and review all transaction documents via SkySlope, ensuring complete and timely submissions.
• Monitor compliance for each transaction; identify and address issues with advisors proactively.
• Maintain accurate transaction records in Profit Power, including updates for fall-throughs and closing changes.
• Issue checks related to closings, escrow overages, and refunds as needed.
• Facilitate and confirm wire transfers with precision.
• Maintain email correspondence and respond promptly to inquiries through the commercial inbox.
• Provide guidance to advisors on transaction processes, document requirements, and commission-related questions.

• Minimum of 2 years of experience in office administration or a similar role.
• Proven ability to work independently and take ownership of tasks from start to finish without constant oversight.
• Strong attention to detail and commitment to ensuring accuracy and compliance in all areas of responsibility.
• Excellent analytical and numerical skills; ability to interpret and manage data effectively.
• Proficient in Microsoft Office Suite, Google Workspace, and CRM platforms such as HubSpot and Rethink.
• Experience with content creation tools (e.g., Adobe InDesign, Canva).
• Strong written and verbal communication skills; able to craft and interpret professional correspondence clearly and effectively.
• Familiarity with billing, invoicing, and payment tracking.
• Social media and marketing experience with a business focus.
• Organized, efficient, and able to manage multiple priorities with grace and professionalism.
• Knowledge of commercial real estate is a plus.