Office Coordinator - San Francisco, CA

Job Description: San Francisco Office Coordinator

Location: Sotheby’s International Realty, Marina Brokerage

Sotheby’s International Reality is searching for an experienced Office Coordinator for the San Francisco, Marina office. 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 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.

Administrative Support to Office Management Duties:

• 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.

• 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.

• Submit monthly expense reports for management team.

• Provide additional administrative support to brokerage managers as needed, e.g., making reservations, contacting sales associates, distributing materials to sales associates.

Transaction Administration Duties:

• Enter and update all listings and sales into appropriate databases, track necessary changes.

• Submit properties live on websites.

• Provide cross-functional support to marketing and transaction team members as needed.

Office Duties:

• 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. 

• Order and track messenger services.

• Process all incoming invoices.

• Prepare and distribute weekly sales meeting notes to all sales associates and management team, as necessary.

• Prepare and send tour sheets weekly.

• Maintain intra-office phone and email lists, distribute as needed.

Other Duties:

• 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.

Requirements:

• Strong customer service skills with excellent communication skills, both verbal and written.

• 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.

• Real Estate background preferred.