Office Coordinator - Pacific Palisades, CA

Administrative Support to Office Management Duties:

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.
Assist 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 Duties:

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.
Coordinate 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

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.
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.