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    Office Coordinator - New York, United States - Anywhere Real State Inc.

    Anywhere Real State Inc.
    Anywhere Real State Inc. New York, United States

    3 weeks ago

    Default job background
    Description
    Requisition ID

    16167BR

    Job Description

    Sotheby's International Reality is searching for an experienced Office Coordinator.

    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.
    • Two or more years' experience in a customer centric business environment with administrative responsibility for office operations.
    • Real Estate background preferred.
    #LI-ME1

    Job Description

    Sotheby's International Reality is searching for an experienced Office Coordinator.

    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.
    • Two or more years' experience in a customer centric business environment with administrative responsibility for office operations.
    • Real Estate background preferred.
    #LI-ME1

    Employment Type

    Full-time

    Compensation Range

    $ ; At Anywhere, actual compensation within that range will be dependent upon the individual's skills, experience, and qualifications.
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