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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:

+ 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.

+ Ability to interact successfully with both internal and external customers at all levels.

+ Direct experience in a customer centric business environment with administrative responsibility for office operations.

+ Real Estate background preferred.

EEO Statement: EOE including disability/veteran