Office Coordinator - Pacific Palisades, CA

Administrative Support to Office Management

• Assist with onboarding new agents, including office keys, office tour, and other requirements deemed necessary by management team.
• Assemble recruiting packages and marketing materials for management use.
• Aid office Marketing Advisors on projects as needed.
• Set up in-office trainings and office events, including sending out meeting reminders and printing handouts.
• Provide additional administrative support to brokerage managers as needed, e.g., making reservations, contacting sales associates, distributing materials to sales associates.

Transaction Administration

• Enter and update all listings 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.
• Cook with IT team to manage equipment updates and agent requests.
• Prepare and distribute weekly sales meeting notes to all sales associates and management team, as necessary.
• Maintain intra-office phone and email lists, distribute as needed.
• Provide general office support and back up to the Office Administrator

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.
• Strong attention to detail and highly organized.
• 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.