Office Coordinator - Bridgehampton, NY

About the role

This role supports Sotheby’s International Realty Hamptons Brokerage offices by providing essential services that enable brokers and associates to effectively manage listing and sales processes.

Responsibilities

• Answering and distributing front desk calls
• Greeting in-person guests and directing them accordingly
• Processing of commissions
• Drafting exclusive agreements & disclosures
• Entering and updating referrals in the referral network system
• Sending contracts, leases, and disclosures via DocuSign for signature
• Uploading various documents into Transaction Manager
• Maintain and order office supplies
• Ordering Open House signs, Agent name riders and business cards for agents
• Scheduling/booking conference room and calls
• Ordering UPS
• Tracking Marketing costs for listings in order to efficiently process closings and recoveries
• Uploading professional photography to applicable drives
• Preparing monthly budget in conjunction with Marketing Team and corporate finance team
• Provide administrative support to agents, including IT assistance
• Mastery of East End Long Island (EELI) listing database
• Mastery of various tech platforms including CIH home platform
• Mastery of Dashboard, Trident and applicable SIR tech
• Care for equipment maintenance
• Aid agents with drafting leases
• Handle ad hoc projects as needed

Secondary Responsibilities

• Assist agents with putting together open house packages
• Assist with printing show sheets and creating property brochures
• Assist Marketing Team with managing office property window displays
• Exclusive listing updates such as open houses and price changes
• Aid Agents with Active Pipe template creation and distribution (this will be replaced by SIR Hamptons adopting CIH home platform)
• Order breakfast & pick up for weekly meetings

Requirements

• 4-year degree or equivalent and/or related office administrative experience (preferably in a real estate office)
• Two or more years of experience in a customer centric business environment with administrative responsibility for office operations
• Strong customer service skills with excellent communication skills, both written and verbal
• Detailed-oriented excellence
• Ability to interact effectively with both internal and external customers at all levels
• Real Estate background or interest preferred
• Real Estate license a plus
• Marketing interest also a plus